Executive Aide

POSITION OBJECTIVE The Executive Aide (EA) provides executive-level assistance to the senior vice president, chief of staff and strategic advisor to the president, the associate vice president for government relations, and the associate vice president for local government and community relations. The EA's objective is to increase the senior vice presidents, and associate vice presidents, available time for high-level responsibilities. This position is the principal office liaison with CWRU administrative offices, including the Office of the Provost, deans of the schools and college, other vice presidents, the Office of General Counsel, and Board of Trustee Programs office. The EA must function independently, with a great deal of initiative to proactively identify and address the needs of the senior vice president and associate vice presidents and must demonstrate the utmost confidentiality and tact in dealing with sensitive matters. The EA must maintain a mature, diplomatic, knowledgeable and professional attitude when representing the senior vice president and associate vice presidents in relaying information on sensitive matters to internal and external constituents. ESSENTIAL FUNCTIONS Manage interactions with university representatives and assume responsibility for business activities of the departments that include, but are not limited to, managing schedules of the senior vice president, chief of staff and strategic advisor to the president, the associate vice president for government relations, and the associate vice president for local government and community relations. Arrange complex meetings and maintain necessary correspondence for various committees, including agendas, minutes, membership, mailings and files. Manage and secure logistical details for all on- and off-site appointments. Proactively anticipate and arrange travel to and from appointments as needed. Confirm domestic and international travel, including hotel, airline and ground transportation. Develop detailed travel itineraries, including all pertinent background materials, confirmations, and contact information. Make adjustments on short notice as urgent shift in priorities change. (25%) Independently and proactively identify and triage problems and issues for the SVP and AVPs. Investigate and resolve matters of significance on behalf of the SVP and AVPs. This requires knowledge of university policies and procedures, as well as tact, courtesy and responsiveness. Manage projects assigned by the executive assistant to the president. (20%) Manage and execute campus visits from high-level government, legislative and corporate officials. Use the utmost discretion and strategic planning to maximize participation from campus constituents and utilize Campus Services to showcase Case Western Reserve University's strengths in research, community engagement and academic excellence. Project management activities may include acquiring resources and managing the efforts of team members and third-party contractors or consultants in order to submit funding applications and deliver projects according to plan. (10%) Manage and monitor budget records for the Office of Government Relations. Authorize expenditures in accordance with budget. Process and reconcile financial documents, including purchase requisitions; travel and expense reimbursements for the SVP and AVPs; and other invoices using the PeopleSoft enterprise resource planning suite. Assist in forecasting and budgeting analysis for the Office of Government Relations. Ensure accuracy of charges reflected on the Office of Government Relations financial statements by reconciling operating expenses. Identify and resolve any discrepancies and process journal entries when necessary. Manage process for consultant/contractor proposals and approvals in PeopleSoft and track progress to completion. (10%) Advance the goals of the Office of the President, the Office of Government Relations, and the Office of Local Government and Community Relations, with administrative support that includes answering telephones, receiving visitors, ordering supplies, maintaining equipment, preparing correspondence and files, and distributing mail. Initiate and follow up on routine correspondence. Proofread and edit correspondence, reports, records, etc. as necessary for effective office communications. (10%) Perform significant and time-sensitive work requiring both independent judgment and the greatest level of discretion of a confidential nature with limited supervision. Handle large volumes of confidential university information, documents and correspondence. Assignments require the individual to rely on their own resources in task accomplishment. Examples include organizing electronic files, archiving files, paper files. (10%) The highest degree of discretion is expected when managing difficult, sensitive and highly confidential situations. This position requires, on a daily basis, a high degree of involvement and coordination with other offices on and off campus to manage and plan schedules and activities. (10%) NONESSENTIAL FUNCTIONS Serve as backup for office staff during absences. (5%) Perform other duties as assigned. ( CONTACTS Department: Daily contact with Office of the President, Office of Government Relations, Office of Local Government and Community Relations, and Office of the Provost staff to maintain workflow. University: Contact with offices of the deans and offices of vice presidents to exchange information. External: Contact with the Board of Trustees, donors, community leaders, consultants, elected officials and civic leaders and with travel and university vendors to exchange information. Students: Contact with students to exchange information. SUPERVISORY RESPONSIBILITY This position has no direct supervision of staff employees. May direct the work of students. QUALIFICATIONS Experience/Education: High school education with 12 years of related experience OR Associate's degree with 10 years of related experience OR Bachelor's degree with 8 years of related experience required. Experience at a university or non-profit executive office is preferred. REQUIRED SKILLS Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively. Ability to write with excellent knowledge and use of appropriate language and grammar. Attention to detail and focus on follow through. Ability to manage multiple projects and tasks concurrently. Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making. Proven ability to plan, initiate, manage and navigate challenging logistical situations. Proven ability to troubleshoot and to identify problems and appropriate responses to complex issues involved in event and schedule management. High level of confidentiality. Must have a proven professional demeanor with tact, courtesy and diplomacy. Flexibility to adapt to changing needs of the office. Desire and ability to work as a team. Ability to be flexible with work schedule, as needed on occasion. Ability to operate computer, various software packages, copy and fax machines. Proficiency with Google applications, Microsoft Word, Excel, PowerPoint is required. Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face. Willingness to learn and work with artificial intelligence (AI) tools and technologies. WORKING CONDITIONS The Office of the President is an extremely fast paced environment where multitasking, accuracy and excellence is demanded. The highest degree of discretion is expected when managing difficult, sensitive and highly confidential situations. This position requires, on a daily basis, a high degree of involvement and coordination with other offices on and off campus. Staff is expected to adhere to a business dress code; casual attire is inappropriate. The employee will perform repetitive motion using a computer mouse and keyboard to type. #J-18808-Ljbffr