Executive Assistant

Executive Assistant

The Executive Assistant is to work with the Provost/Vice President for Academic Affairs by handling many details and tasks; and to lend administrative support to the Senior Associate Vice President. A good relationship is of the utmost importance.

Examples of Duties

PRINCIPAL RESPONSIBILITIES:

• Distribute special assignments made by the Provost, Senior Associate Vice President, and Support Staff for Academic Affairs.
• Schedule and coordinate appointments for the Provost.
• Follow-up and confirm that reports are submitted prior to deadline dates.
• Schedule and prepare the agenda for individual conferences with President, Deans, and others.
• Respond to general correspondence.
• Assist with Faculty and Staff Seminar Programs.
• Coordinate initial summer school activities.
• Maintain requests and directives from the President's Office.

OTHER RESPONSIBILITIES:

• Monitor and analyze all operating revenues, expenditures, budgets for Academic Affairs.
• Review all Academic Affairs personnel forms, budget adjustments, requisitions, scholarships and other transactions as needed for the operation of the University.
• Utilize available software applications to develop and maintain budget reports and analyses to identify variances as well as compile and update statistical data.
• Communicate effectively both orally and written using email and spreadsheet applications.
• Demonstrate proficient use of BANNER Finance and Human Resource Modules.
• Assist the Budget Administrative Assistant with other duties.
• Answer and screen calls, emails, and in-person appointments.
• Coordinate travel and logistics for business trips.
• Manage documents and confidential information with appropriate discretion.
• Order office supplies for department.
• Perform other duties as assigned.

Typical Qualifications

• A Bachelor's degree is required. Three to five (3-5) years of direct administrative experience supporting upper management in an office setting.
• Good communication skills and attention to details. One must be able to make independent decisions consistent with institutional and managerial policies.
• Must have good human relations skills. Ability to react in a positive way to persons.
• Exceptional judgment and the ability to safeguard sensitive and confidential data and documents.
• Excellent organization and time-management capabilities.
• Experience balancing multiple priorities and projects simultaneously.
• Proficiency in Microsoft Office Suite.