Executive Assistant to Vice Presidents - AZ - University Administration

Executive Assistant

The Executive Assistant provides comprehensive, high-level administrative, operational, and strategic support to the Vice Presidents within the Executive Office. This role serves as a critical operational partner responsible for handling sensitive institutional data, managing academic governance documents, coordinating logistics for events and guests, and collaborating in cross-campus administrative workflows. This position requires an exceptional degree of organizational acumen, absolute discretion with confidential and legally privileged information, independent judgment, and a highly collaborative professional demeanor.

Essential Duties and Responsibilities

• Provide high-level administrative support, including drafting, editing, and proofreading complex emails, memos, executive summaries, and multi-campus communications on behalf of the Vice Presidents, always operating with confidentiality, independent judgment, and knowledge of office organization, administrative procedures, and general business practices.
• Proactively manage complex executive calendars, strategically prioritizing time-sensitive matters, anticipating schedule conflicts, and keeping Vice Presidents fully briefed on upcoming deadlines, institutional priorities, and urgent action items.
• Serve as a liaison and professional gateway for internal and external stakeholders, reviewing, screening, and routing phone and digital communications, assessing priorities using deep knowledge of university policies, structure, and strategic objectives.
• Coordinate complex, multi-segment travel arrangements for executives and serve as the authorized delegate to process travel and expense reimbursements within corporate travel management systems (e.g., Concur).
• Prepare and maintain comprehensive and accurate electronic and paper records, organizing information effectively, and creating/updating forms and databases as needed.
• Maintain the highest tier of professional decorum, and help foster a welcoming environment for all University leadership, Board of Trustees members, elected officials, and all other guests, ensuring the Office of the President and designated executive venues are immaculately prepared to host high-level stakeholders.
• Collaborate in the organization and management of official academic documents, including University Catalogs, Academic Calendars, and core clinical/institutional policies, ensuring version control and alignment across both campuses.
• Attend high-level administrative and committee meetings; accurately capture, synthesize, distribute and safeguard confidential minutes and action items within strict institutional timeframes.
• Research, collect, analyze, and synthesize institutional data thoroughly to track programmatic metrics or operational benchmarks.
• Design, compile, and format comprehensive reports, slide decks, proposals, and organizational charts to ensure clarity, high readability, and executive readiness.
• Execute standard business and procurement procedures, including obtaining vendor quotes, preparing purchase requisitions, auditing invoice payments, and monitoring departmental account expenditures against budget caps.
• Maintain secure digital and physical institutional records, ensuring institutional memory is properly archived, indexed, and compliant with record retention policies.
• Collaborate fluidly with administrative support colleagues across campuses to eliminate operational silos, streamline office procedures, and assist with institutional events as needed by coordinating end-to-end logistics, including seating protocols, catering, and guest travel and accommodations.
• Execute other high-priority administrative duties and special projects as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This individual must be able to work in a constant state of awareness and have regular, predictable, in-person attendance. The requirements below represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Qualifications and Competencies

• Professional Agility: Demonstrates a commitment to continuous improvement by actively adopting new technologies, institutional procedures, and optimized workflows.
• Professional Decorum: Upholds exemplary, impeccable standards of workplace ethics, attire, professional attire, conduct, and clear, respectful communication.
• Institutional Collegiality and Cross-Campus Collaboration: Fosters positive, collaborative working relationships across multi-campus teams, university partners, private-sector representatives, and the public through exceptional courtesy and professionalism.
• Drive, Accountability and Independence: Exhibits strong self-motivation and the ability to operate autonomously under minimal supervision, driving key projects to completion under tight deadlines.
• Operational Excellence and Integrity: Delivers high-quality work within complex organizational structures, demonstrating discretion, reliability, and high ethical standards.

Education and Experience

Bachelor's degree required. A Master's degree or equivalent graduate-level coursework is highly preferred. Five (5) or more years of progressive executive administrative experience is required, demonstrating a clear trajectory of increased responsibility, preferably within higher education administration, legal environments, or complex corporate structures.

Computer Skills

Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and institutional enterprise software (budgeting, procurement, and scheduling tools).

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is occasionally required to stand, walk, use hands, and reach with hands and arms. The employee is frequently required to sit, talk and hear. The employee must occasionally lift and move up to 30 pounds.

Work Environment

The work environment characteristics described here represent those an employee encounters while performing this position's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions The day-to-day office environment is typically quiet and professional. However, the role requires frequent adaptation to high-energy, fast-paced event environments, requiring flexibility in scheduling to accommodate occasional evening or weekend executive functions.

Disclaimer:

The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the appointment. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the employer's needs and requirements of the job change.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday's, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.