Job Summary:

The Executive Assistant provides executive management services to the Provost and members of the Provost Office. This position is responsible for various activities including coordination of the executive calendars and schedules; management of correspondence, travel arrangements, telephone calls; and resolution of departmental problems. This position reports directly to the Provost.

 

Responsibilities:

·         Provides a variety of detailed and complex executive management services for the Provost. Makes daily administrative and operational decisions on the Provost’s behalf. Ensures that the Provost is informed of all relevant matters.

·         Manages, monitors, and coordinates calendars for meetings or event commitments. May help determine priorities for the Provost’s calendar in addition to coordinating efforts of other staff engaged in scheduling the Provost’s time. Determines information and scheduling requirements. Researches information; alerts the executive of appointments needing to be rescheduled and future key appointments. Reschedules existing appointments as deemed appropriate.

·         Reviews and prioritizes incoming correspondence addressed to the executive. Determines actions required to ensure proper follow through. Researches, composes, and/or drafts emails and memos on behalf of the executive. Ensures acceptable formats are followed as appropriate.

·         Facilitates communications between the executive and direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action. Facilitates reciprocal exchange of communications and critical information in a timely manner between the executive and other College offices and/or external parties. Serves as a key resource and provides ongoing public relations on the executive’s behalf with faculty, staff, visiting trustees, major donors, dignitaries, and/or other VIPs. Represents the executive through phone and personal contacts, as needed. Screens, responds, or forwards incoming calls directed to the executive.

·         Assists in managing operational budgets including fiscal planning and monitoring.

·         Assists in forming meetings and ad hoc committees. Monitors progress toward completion of tasks, as requested. Ensures that committee reports and recommendations are submitted in a timely manner. Follows up as appropriate.

·         Coordinates travel arrangements for the executive.

·         Researches and resolves problems or questions referred by faculty, staff, visitors, or external contacts as needed or requested by the executive. Analyzes and reports resolution or findings.

·         Designs and creates documents and/or presentation slides using computerized graphics, desktop publishing, and word processing software. Determines type(s) of artwork (i.e., illustrations, photos, charts, graphs, design covers) to accompany documents and/or presentation slides while considering compatibility, content, audience, style, format, intent, etc.

·         Develops and maintains the executive’s office filing and logging system to ensure optimal storage and efficient retrieval capabilities of documents.

·         Maintains a thorough understanding of all executive office matters and College policies and procedures in addition to applicable government laws and regulations. Maintains currency with College and other academic publications. Updates the executive on new developments.

·         May direct and supervise the work of staff members or student workers. Sets and communicates priorities and performance standards.  

·         Acts as primary departmental contact with the College business office and purchasing department.

·         Performs other related duties as assigned. Must be responsive to work-related phone calls and emails during non-business hours on occasion.

 

Qualifications:

Bachelor’s degree or combined experience/education as substitute for minimum education. A minimum of 7 years related work experience is required in a progressively responsible administrative role in an executive office. Individual must have a heightened sense of protocol and diplomacy and the ability to exercise sensitivity, confidentiality, and discretion in every matter. This position requires excellent writing, proofreading, and oral skills; strong organizational skills to address, prioritize, and coordinate multiple projects, problems, and activities concurrently.  Proficiency in Microsoft Office Suite, specifically, Word, Excel, and Outlook and must be comfortable learning college specific software.  Demonstrated ability to interact with diverse faculty, staff, student, and community members with tact and sensitivity.  Ability to establish and maintain cooperative working relationships with co-workers and others.