Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide dedicated support in the higher education space. This position is based on-site and plays a central role in keeping executive operations organized, responsive, and efficient within a mission-driven non-profit environment. The individual in this role will manage priorities across scheduling, communications, reporting, and meeting coordination while also offering backup support to leadership across finance-related departments. Success in this position requires sound judgment, discretion, and the ability to keep multiple administrative activities moving efficiently.

Responsibilities:

• Coordinate the schedule by arranging meetings, managing appointments, tracking deadlines, and resolving calendar conflicts.

• Draft, format, proofread, and refine correspondence, presentations, reports, and other executive documents using Microsoft Office tools.

• Organize meeting logistics, prepare agendas and supporting materials, and ensure follow-up items are documented and tracked.

• Prepare travel plans and related documentation, including itineraries, approvals, and expense reporting for executive leadership.

• Assist with the development of financial and board-facing materials by compiling information and helping assemble clear presentations and reports.

• Serve as a reliable point of contact for students, faculty, staff, and external partners while representing the office with courtesy and respect.

• Provide backup executive-level administrative coverage for additional members of the leadership team to maintain continuity in daily operations.

• Contribute to special initiatives, reviews, events, trainings, and planning efforts that require strong coordination and administrative execution.

• Demonstrated experience providing high-level administrative support to senior executives or academic leadership.

• Strong proficiency with Microsoft Word, Excel, PowerPoint, Office, and Office 365.

• Ability to handle confidential financial, personnel, and operational information with discretion and professionalism.

• Experience managing complex calendars, coordinating meetings, and supporting executive communications in a fast-paced setting.

• Background in preparing expense reports, scanning documents, maintaining records, and supporting reporting activities.

• Familiarity with budget tracking, budget processes, or financial administrative support.

• Experience using Workday is preferred.

• Prior exposure to higher education, educational institutions, or non-profit environments is highly valued.