The Executive Assistant provides administrative support to the Provost & Executive Vice Chancellor and plays a crucial role in supporting the efficiency and effectiveness of the Provost's office. S/he must be an effective, professional and diplomatic liaison from the Provost to a variety of audiences including University leadership, staff, alumni and other constituents. S/he will maintain a high level of confidentiality and discretion while serving in this role. This employee must be able to multi-task and prioritize many competing deadlines and timelines.

Essential Functions

Executive Support

• Maintain thorough knowledge of the programs, operational structure, and Provost's scope of responsibilities, priorities, and commitments.
• Manage the Provost's calendar, keeping it up-to-date and accurate. Plan schedules for daily appointments and periodic meetings that provide sufficient time for and between activities; carry out general policies and criteria set by the Provost; prepare background materials for meetings, including directions; handle requests for meetings with discretion.
• Manage the Provost's meetings with vice provosts, vice chancellors, deans, faculty members, senior staff, outside stakeholders, department directors and others as requested. Negotiate best times, send out information to external guests, and prepare agendas, backup documents, and other materials. Manage with discretion and tact telephone calls and emails, meeting requests, visitors and incoming/outgoing mail for the Provost. Determine their nature, handle personally, or refer as appropriate to others.
• Anticipate and resolve conflicts and complications with the Provost's schedule and/or priorities. Monitor scheduled appointments for the coming week/month and appraise Provost of any changes, confirming as appropriate with all parties involved. Provide briefings related to upcoming meetings to Provost as needed.
• Coordinate the Provost's schedule for maximum efficiency and productivity each day.
• Assist with Provost's correspondence and presentations. Using knowledge of Provost's contacts and activities, compose, edit, and proofread timely correspondence for the Provost's signature, including thank you, acknowledgement, and congratulation letters and mail promptly after signature. Advise Provost of situations requiring sympathy or get-well cards and prepare cards accordingly. Conduct quality review of materials prepared by others for the Provost's review or signature. Proofread the work of others before submitting to the Provost. Prepare PowerPoint and other presentations from general directions.
• Coordinate with the Provost and take appropriate action on items resulting from meetings, communications, and other opportunities.
• Monitor and organize the Provost's email and other correspondence as needed and as appropriate.
• Coordinate the Provost's travel. Schedule travel in coordination with other departments as needed. Make conference, travel and hotel arrangements in a prompt and confidential manner. Ensure that Provost's travel is well organized, allocates time reasonably and maximizes the effectiveness of the trip. Prepare detailed travel itinerary conveying accurate information to the Provost, including information about appointments, research reports on individuals, and travel directions.
• Attend select meetings with the Provost to stay abreast of and prioritize issues.
• Research and monitor pending issues for follow-up and develop agendas for future meetings.
• Organize and review documents.
• Coordinate with budgeting and business staff in the Shared Services department, providing receipts, expense reports, etc.
• Maintain and update the Provost's contacts in Outlook. Monitor expenditures and keep accurate expense records for the Provost & Executive Vice Chancellor; identify and resolve any discrepancies.

External Engagement

• Serve as a liaison between Provost and other departments and units across campus and external contacts to interpret instructions and information and follow commitments through to completion.
• Interact and communicate with a strong degree of judgment, confidentiality, and discretion.
• Prioritize and negotiate organizational needs regarding meetings, timeframes, and deadlines.
• Exercise delegated authority to speak on behalf of the Provost regarding a variety of sensitive administrative and programmatic matters.
• Analyze and resolve unusual and novel situations based on significant knowledge of the Provost's priorities and delegated authority.
• Coordinate, facilitate and implement solutions with internal and external organizations and constituents.

Required Qualifications

• Bachelor's degree or equivalent combination of education and work experience.
• 3 years of office management or administrative assistant experience.
• Experience supporting a high-level executive.

Preferred Qualifications

• Bachelor's degree.
• 5 years of office management or administrative assistant experience.
• 3 years of experience supporting a high-level executive or executive team.
• Experience in higher education.

Special Instructions

Candidates must apply online through www.du.edu/jobs to be considered. Only applications submitted online will be accepted. Once within the job description online, please scroll to the bottom of the page to apply.