Executive Assistant, Office of the President

Executive Administrative AssistantThe Executive Administrative Assistant provides advanced administrative and operational support to the President and the Executive Vice President for Strategic Effectiveness under the direction of the Deputy Chief of Staff. The position is responsible for executing day-to-day administrative functions, coordinating schedules and meetings, preparing correspondence and materials, and supporting efficient office operations. This role requires a high level of professionalism, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced executive environment while following established procedures and guidance.The responsibilities include, but are not limited to: Executive Administrative Support Provide administrative support to the President and EVP as assigned and directed by the Deputy Chief of Staff, including calendar management, scheduling, meeting coordination, and daily workflow support. Coordinate travel arrangements, itineraries, reimbursements, and related documentation in accordance with institutional policies and the Business Ops Analyst. Prepare, format, edit, and distribute correspondence, memorandum, reports, agendas, and presentation materials as directed. Track action items, follow up on requests, and ensure timely completion of assignments originating from executive offices. Office Operations and Coordination Serve as an administrative point of contact for the President's Office and the Office of Strategic Effectiveness, routing inquiries and requests appropriately under the direction of the Deputy Chief of Staff. Coordinate logistics for executive meetings, retreats, and events, including room scheduling, catering requests, technology coordination, materials preparation, and attendance tracking. Maintain organized electronic and physical filing systems for executive correspondence, meeting materials, and records, ensuring confidentiality and compliance with records-management requirements. Process purchasing requests, invoices, travel authorizations, reimbursements, and other routine administrative transactions by working with the Business Operations Analyst. Communication and Administrative Support Draft routine correspondence and communications on behalf of executive leadership using established formats, templates, and guidance. Coordinate the flow of information between executive leadership and internal departments to support efficient office operations. Confidentiality and Professionalism Handle sensitive and confidential information with discretion and professionalism. Represent executive offices with courtesy and professionalism in interactions with faculty, staff, students, governing boards, and external stakeholders. Direction and established office protocols while exercising sound judgment on routine administrative matters. Additional Administrative Duties Provide administrative support for committees, task forces, and special projects as assigned by the Deputy Chief of Staff. Assist with maintaining calendars, documentation, and deadlines related to executive initiatives. Assist in the mentoring and training of new administrative assistants within the division. Other duties as assignedRequired Qualifications Educational Requirements Bachelor's degree from an accredited college or university with a minimum of 3 years of senior leadership administrative support experience or Associate's degree with a minimum of 5 years of senior leadership administrative support. Other Required Qualifications Enthusiasm for working in an area where changes are frequent, structure is evolving, and flexibility and teamwork are necessary Required Experience Experience supporting executive leadership in higher education or a complex organizational environment. Experience coordinating meetings, events, or board-related activities.Preferred Qualifications Masters degree from an accredited college or university and 1 year related experience. Knowledge of Institution software and systems. Knowledge of Institution and Board of Regents policies and procedures. Previous experience in an executive level office serving as administrative assistant. Proven administrative/organizational skills to manage a highly confidential and extremely busy executive office. Enthusiasm for working in an area where changes are frequent, structure is evolving, and flexibility and teamwork are necessary. Strong desire to use and encourage creative thinking to appropriately challenge current practices.Knowledge, Skills, & Abilities KNOWLEDGE Knowledge of standard administrative and office management practices, procedures, and workflows in a professional executive environment. Working knowledge of institutional policies, confidentiality requirements, records management, and administrative processes. Familiarity with executive administrative operations and executive office protocols, preferred. SKILLS Strong organizational and time-management skills, with the ability to prioritize multiple tasks and meet deadlines in a fast-paced environment. Excellent written and verbal communication skills, including the ability to prepare accurate, clear, and professional correspondence and documents. Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and related office systems. Effective interpersonal skills, with the ability to interact professionally with senior leadership, staff, faculty, students, and external stakeholders. Attention to detail and accuracy in preparing documents, coordinating meetings, and managing records. ABILITIES Ability to maintain confidentiality. Ability to exercise independent judgment and discretion in carrying out assigned administrative duties and resolving routine issues in accordance with established policies and procedures. Ability to manage competing priorities, adapt to changing demands, and maintain composure in a high-level executive environment. Ability to handle sensitive and confidential information with discretion and professionalism. Ability to follow direction, apply established procedures, and escalate non-routine or sensitive matters appropriately. Ability to work both independently and collaboratively as part of an executive administrative team.Shift/Salary/Benefits Shift: Days/M-F (Work outside of normal business hours may be required) Pay Band: B13 Salary: $68,500.00/annually - $87,300.00/annually Salary to be commensurate with the qualifications of the selected candidate within the established range (generally minimum midpoint) of the position. Recruitment Period: Until Filled Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees. Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays. Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!Conditions of Employment All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University. If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage. Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle. For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation. All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.Driver's License Statement The Human Resources Division will request a driver's history report for the identified top candidate(s) for this position. We will initiate this through our Background Check Vendor; this report will come from the Department of Motor Vehicles. The selected candidate must have a valid driver's license.Other Information This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient and family-centered care institution, where employees partner every day with patients and families for success." Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.Equal Employment Opportunity Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.How To Apply Consider applying with us today! Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role. Select University Faculty & Staff > External Applicants if you are a candidate from outside the university Select University Faculty & Staff > Internal Applicants if you are a current university employee If you need further assistance, please contact us at View phone number on click.appcast.io