Executive Assistant

University of Colorado Anschutz Department: Budget, Planning & Campus Strategy Job Title: Executive Assistant Position #: 00852320 - Requisition #: 40931 Job Summary The Executive Assistant provides high-level administrative and operational support to the Vice Chancellor of Budget, Planning and Campus Strategy/Deputy CFO. This position is responsible for managing executive scheduling and logistics, coordinating division-wide administrative activities, supporting the team's financial and business operations, and facilitating effective communication across campus stakeholders. This role serves as a trusted partner to the Vice Chancellor by anticipating needs, proactively resolving scheduling conflicts, coordinating meeting preparation, and ensuring efficient use of executive time. In addition, this position will coordinate travel arrangements, expense processing, and other administrative operations on behalf of the Vice Chancellor. The position will provide support to leaders of the Budget, Planning and Campus Strategy (BPCS) team through coordination of meetings and events as needed. This position supports a highly visible and critical unit of the Anschutz Medical Campus. Key Responsibilities Executive Calendar and Scheduling Management (35%) Manage and maintain the Vice Chancellor's Outlook calendar, including scheduling, prioritization, conflict resolution, and meeting logistics. Evaluate competing requests and coordinate scheduling to ensure efficient use of executive time. Schedule and coordinate meetings with internal and external stakeholders. Coordinate, prepare and distribute meeting materials, agendas, briefing documents, and supporting information as needed. Monitor upcoming commitments and proactively identify scheduling conflicts or logistical issues. Coordinate conference room reservations, virtual meeting platforms, and related meeting arrangements. Division Leadership Support and Administrative Coordination (20%) Assist BPCS division leaders with scheduling and coordinating larger meetings, retreats, committees, and stakeholder engagements. Coordinate multi-party meetings involving campus leadership and administrative units. Serve as a central administrative resource for division-wide coordination of activities. Maintain calendars, timelines, and administrative records related to division initiatives. Administrative Support (35%) Operational Support Assist with procurement and purchasing activities, including ordering and tracking of office supplies and related resources. Place orders using appropriate purchasing procedures, adhering to purchasing guidelines and requirements, and completing necessary paperwork. Serve as point of contact for access to The Junction (the BPCS team's shared landing space); space questions, IT coordinator, scheduling, etc. In partnership with the Central Administration Shared Services team, coordinate new employee onboarding processes. Facilitate the separation process for resignations, retirements, and terminations. Travel and Expense Support Coordinate executive travel arrangements, including transportation, lodging, registration, and itineraries. Assist with conference registration and payments. Prepare and process travel reimbursements and expense reports in accordance with university policies and procedures. Monitor submission deadlines and maintain supporting documentation. Personnel and Administrative Tracking Support Serve as a delegate for timesheet review and approval processes on behalf of the Vice Chancellor. Monitor and track time and leave reporting activities for the Vice Chancellor's direct reports. Follow up with employees and supervisors regarding outstanding approvals and deadlines. Maintain confidential personnel-related information in accordance with university policy. Event Planning and Team Engagement Coordinate division-wide meetings and events, including monthly BPCS all-hands meetings, employee appreciation activities, and team engagement programs. Assist with agenda development, meeting logistics, presentation preparation, and event communications. Coordinate division participation in campus-sponsored activities, including community and employee engagement events. Manage event timelines, registrations, catering, space reservations, and related logistics. Special Projects (10%) Serve the unit in variety special projects and roles as assigned. Work Location Hybrid - this role is eligible for a hybrid schedule of 3 days per week on campus and as needed for in-person meetings. Why Join Us Why work for the University? We have AMAZING benefits and offerexceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including: Medical: Multiple plan options Dental: Multiple plan options Additional Insurance: Disability, Life, Vision Retirement 401(a) Plan: Employer contributes 10% of your gross pay Paid Time Off: Accruals over the year Vacation Days: 22/year (maximum accrual 352 hours) Sick Days: 15/year (unlimited maximum accrual) Holiday Days: 15/year Tuition Benefit: Employees have access to this benefit on all CU campuses ECO Pass: Reduced rate RTD Bus and light rail service There are many additional perks & programs with the CU Advantage. Qualifications Minimum Qualifications Bachelor's degree from an accredited institution. Substitution: A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor's degree on a year for year basis. Five (5) years of high-level administrative and/or executive support experience. Experience supporting senior leaders, executives, or management-level staff. Experience coordinating calendars, meetings, travel, and administrative processes. Applicants must meet minimum qualifications at the time of hire. Condition of Employment Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future. This position is eligible for a hybrid work schedule, subject to campus policy and departmental needs. Will be required to be on campus during normal business hours a minimum of 3 days per week. Preferred Qualifications Experience supporting executive-level leadership within higher education, healthcare, government, or similarly complex organizations. Experience working with university systems such as Concur, CU Marketplace and EMS, and the Microsoft Office Suite. Experience coordinating large meetings, events, or stakeholder engagements. Experience processing travel reimbursements and expense reports. Experience working with timekeeping, leave management, or administrative workflow systems. Knowledge, Skills, and Abilities The successful candidate will be highly organized, proactive, professional, and service-oriented. They will anticipate issues before they arise, maintain exceptional attention to detail, and consistently ensure that executive and division leadership time is utilized as efficiently and effectively as possible. The ideal candidate will be comfortable working with senior leaders, managing complex scheduling demands, coordinating high-visibility events, and supporting a dynamic, multi-faceted team. Exceptional organizational and time-management skills. Ability to anticipate needs and proactively solve problems. Strong attention to detail and follow-through. Ability to manage multiple priorities while meeting deadlines. Excellent written and verbal communication skills. Ability to maintain confidentiality and exercise sound judgment. Strong customer service and interpersonal skills. Ability to work effectively with executive leadership and diverse stakeholder groups. Demonstrated proficiency with Microsoft Outlook, Word, Excel, Teams, and related technologies. Ability to independently prioritize work and adapt to changing needs. Possess a strong business sense and can decipher priorities and make sound judgment calls when needed. Anticipated Pay Range The starting salary range (or hiring range) for this position has been established as $59,278 - $79,433. The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line. Total Compensation Calculator Equal Employment Opportunity Statement CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities. ADA Statement The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at View email address on click.appcast.io. Background Check Statement The University of Colorado Anschutz is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees. Vaccination Statement CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program. #J-18808-Ljbffr CU Denver