Executive Assistant

Executive Assistant To The Chief Information Officer

The Executive Assistant (EA) to the Chief Information Officer (CIO) provides high level support and confidentiality to the CIO and the Office of the CIO. The EA manages the daily operations of the office with the ability to deal with and handle situations that are sensitive in nature ensuring the day-to-day processes and communications flow smoothly and efficiently. The EA works with the CIO and Directors to establish and maintain relationships with other departments and external customers; he or she serves as the primary contact for the Chancellor's Office, Academic Affairs, Administration and Finance, the college's President's Office and other departments as well as external organizations and individuals; manages the Vice-Provost's calendar, scheduling appointments, meetings, works closely with the operation of all aspects of event planning and implementation and special events as needed; maintains records, makes travel arrangements and prepares purchase orders and payment vouchers; researches and prepares reports as needed.

Duties include serving as lead administrative employee in the CIO Office and as liaison to other staff members regarding correspondence, scheduling, general office procedures and projects relating to the work of the CIO; managing executive calendar of the CIO's; daily schedule of appointments, on- and off-campus; executing appropriate follow-through on meetings and appointments; collaborating with the directors under the CIO on projects, reports and assignments; carrying out work procedures, in cooperation with other units of the Division to ensure the efficient and effective flow of work. The EA interacts regularly and diplomatically with diverse groups of internal and external callers and visitors; collects, prepares and analyzes briefings, backgrounds, and other materials in preparation for the CIO's meetings; manages the daily administrative and clerical processes to ensure effective operations for the office of the CIO. Manages divisional and committee meetings, space, mailing of invitations; tracks RSVP's, meets with caterers and vendors, etc.; prepares, edits and files correspondence and various confidential reports on the CIO's behalf; assists with travel needs and independently coordinates complex travel arrangements, typically involving multiple changes and destinations based on understanding of availability and obligations; manages and maintains organization chart and department distribution list, manages all aspects of event planning; special events (IT Expo), large meetings, external meetings (e.g. Staff meetings, Leadership Retreats and external client meetings); responds to various requests to the CIO; completes projects and special assignments as assigned by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress and problem solving; performs advanced word processing and desktop publishing to include complex presentations, researches, compiles, summarizes and analyzes information to formulate correspondence and respond to various inquiries for internal and external clients. Provides proactive meeting setup for Directors including locating conference rooms, AV equipment and coordinating meeting materials for meetings. May perform personal assistant duties as assigned or requested by the CIO. Manages Pro card transactions for the CIO's office; creates and manages database for monthly reporting to the CIO and Provost; manages the content on the IT web site for the Office of the CIO; uses complex functions of a variety of computer applications and software. Supervises and supports the front office Administrative Assistant. Supervises approximately 4 front office student workers.

Minimum qualifications include a Bachelor's Degree preferred; 3-5 years administrative support experience, preferably in higher education; demonstrated organizational skills with strong attention to detail; excellent communication skills; experience with MS Office Suite; ability to work well under pressure in a fast-paced setting; strong customer service and interpersonal skills; ability to coordinate multiple projects simultaneously and work with others to accomplish assigned tasks; strong work ethic and ability to exercise confidentiality.