Executive Assistant to the Provost

Position Summary
The Executive Assistant to the Provost serves as a trusted partner to the Provost and Executive Vice President of Academic Affairs, providing direct, high-level administrative and strategic support that enables the Provost to remain focused on the College's academic mission and institutional priorities. The role encompasses executive-level calendar and communications management, oversight of the day-to-day operations of the Provost's Office, coordination of meetings and events, and support for key Academic Affairs projects and initiatives.

The Executive Assistant works closely with the Vice Provost for Academic Affairs, the Assistant Provost for Educational Compliance & Registrar, and other Academic Affairs leaders to ensure seamless communication and coordination in support of the Provost's priorities and serves as a critical bridge between the Provost's Office and the College's academic schools, departments, and faculty.

The role requires excellent judgment, discretion, and a genuine commitment to building and maintaining effective relationships across the academic community, and to representing the Provost's Office with the highest level of professionalism and integrity.

Duties and Responsibilities

Executive and Administrative Support (25%)

• Manages the Provost's calendar and Office of the Provost email inbox; schedules meetings, proactively identifies conflicts, and ensures the Provost stays on schedule and on task.
• Coordinates travel arrangements, processes related expenses and manages logistics for the Provost's engagements.
• Screens and routes incoming calls and mail appropriately; composes and responds to correspondence and memoranda on behalf of the Provost as needed.
• Prepares briefing materials, talking points, and background information in advance of meetings, presentations, and external engagements.

Office of the Provost Management & Communications (25%)

• Oversees the day-to-day operations of the Provost's Office, including supplies, equipment, digital and physical filing systems, and office procedures to ensure efficiency and productivity.
• Manages the budget for the Office of the Provost, including tracking expenses, processing purchase requisitions and invoices, and ensuring timely and accurate financial record-keeping.
• Drafts and coordinates communications on behalf of the Provost, including campus-wide announcements, faculty correspondence, and other institutional communications.
• Accurately produces annual faculty contracts and maintains all faculty files. Serves as liaison with the Office of Human Resources as needed.

Stakeholder Engagement & Collaboration (20%)

• Serves as a professional and welcoming point of contact for faculty, staff, students, the Board of Trustees, and external stakeholders; handles inquiries with care and accuracy, directing them appropriately and ensuring timely responses.
• Builds and maintains effective relationships with academic school deans, program directors/chairs, faculty leadership, and academic unit staff, serving as a knowledgeable and responsive representative of the Provost's Office across the academic community.
• Serves as a collaborative partner between the Provost's Office, the President's Office, and other Vice Presidential offices, supporting strong cross-institutional communication and alignment.
• Serves as backup to the Executive Assistant to the President, ensuring continuity of support during absences or periods of high demand. Covers the College switchboard as needed.
• Serves as Provost's Office representative on college committees as needed.

Program Coordination and Project Management (20%)

• Plans and coordinates logistics for Academic Affairs internal and external meetings, conferences, and events.
• Provides support for critical Academic Affairs events such as Convocation and Commencement ceremonies.
• Assists in the planning and execution of academic programs and other special projects and initiatives led by Academic Affairs.
• Coordinate the faculty development internal grant process, including notifications and tracking; manage budget requisitions and reconciliation. Oversee individual faculty development fund administration. Ensures alignment between program guidelines and expenditures.
• Conducts research, compiles data, and prepares reports to support decision-making as needed.
• Maintains flexibility for occasional evening and weekend responsibilities, such as during major academic events, Board of Trustees meetings, and Commencement.

Administrative Support for the Vice Provost for Academic Affairs (5%)

• Provides limited administrative support to the Vice Provost for Academic Affairs on an as needed basis, including assisting with New Hire Orientation, special events, and organization-wide meetings.

Other Duties as Assigned (5%)

Education and Experience Required

• Bachelor's degree in business administration, human resources, office automation, or related field; or the equivalent.
• Five (5) years of previous executive level administrative experience required, preferably in higher education or a mission-driven organization.
• Must be proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint, and Microsoft Teams.

Education and Experience Preferred

• Advanced degree.
• Human resources and/or office management experience.
• Experience with Jenzabar or similar student information systems.

Knowledge, Skills, and Abilities
• Excellent communication, writing, and interpersonal skills.
• Excellent organizational and time management skills with meticulous attention to detail.
• Ability to handle sensitive and confidential information and records with absolute discretion and sound judgment.
• Ability to build productive working relationships across a diverse groups within an organization such as deans, faculty, staff, and administrators.
• Ability to work independently with initiative and sound judgment, as well as collaboratively as part of a team.
• Ability to learn quickly, apply learning, and focus on proactive strategy and action in support of departmental success.
• Ability to consistently represent the Provost's Office with the highest level of integrity, loyalty, professionalism, and composure in all interactions.