Executive Administrative Specialist

Executive Administrative SpecialistBring your organizational expertise, sound judgment, and commitment to exceptional service to the University of Iowa Facilities Management team. In this highly visible role, you will provide executive-level administrative, organizational, and operational support to the Associate Vice President for Facilities Management and FM Directors. As a trusted point of contact for the Office of the AVP and FM Administration, you will coordinate priorities, communications, meetings, and follow-up; manage confidential and time-sensitive matters with professionalism and discretion; and help advance Facilities Management initiatives through responsive service and cross-functional collaboration. This position also supervises student employees who provide administrative support to the Office of the AVP. This position is not eligible for University sponsorship for employment authorization.Duties to include:Independently prioritizes and coordinates executive and departmental administrative operations, including calendars, communications, meetings, records, logistics, follow-up activities, and workflow management based on urgency, operational impact, and leadership direction.Determines and implements appropriate processes, tools, timelines, and communication strategies for reports, surveys, dashboards, recognition activities, administrative functions, and departmental communications, while interpreting and applying established policies and procedures.Exercises delegated authority and discretion in administrative and HR-related matters, including routine transaction approvals, information sharing, issue resolution, and coordination with internal partners, while maintaining confidentiality and compliance with university policies.Provides operational leadership and recommendations on non-routine matters, including supervision of student employees, analysis of workflow and customer service issues, and escalation of matters involving significant policy, financial, legal, compliance, personnel, or strategic implications to appropriate leadership.Location: University Services Building (USB)Schedule: 8:00am-5:00pm, This position requires regular on-campus presence and is not eligible for remote or hybrid work arrangement.Required Qualifications:Bachelor's degree in business administration or an equivalent combination of education and experience.Professional experience, typically 1–3 years, in related administrative, operational, or program support.Experience coordinating calendars, meetings, logistics, materials, and follow-up items.Strong organizational skills with the ability to manage multiple priorities, deadlines, and time-sensitive requests.Demonstrated discretion, sound judgment, and professionalism in handling confidential or sensitive matters.Excellent written, verbal, and interpersonal communication skills.Advanced proficiency with Microsoft Office tools, including Outlook, Word, Excel, PowerPoint, and SharePoint.Demonstrated ability to work effectively and respectfully with individuals from a variety of backgrounds and perspectives.Demonstrated commitment to providing responsive, service-oriented support to internal and external customers.Desired QualificationsFive or more years of progressively responsible administrative, executive, or program support experience.Experience providing direct support to executive or senior-level leadership.Experience interpreting, applying, and communicating university policies, procedures, and regulations.Experience in higher education facilities management or a complex institutional setting.Experience developing reports, dashboards, surveys, tracking tools, or presentation materials.Experience coordinating cross-functional programs, committees, or working groups.Experience supervising student employees.Position and Application Details:To be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:ResumeCover LetterJob openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. Up to 5 professional references will be requested at a later step in the recruitment process. State agency employers in Iowa are required to use E-Verify to confirm employment eligibility. University of Iowa employees, including those who work remotely or out-of-state, are subject to E-Verify.For additional questions, please contact Brooke McMurl at View email address on click.appcast.io or View phone number on click.appcast.io.This position is fully on campus.About the University of Iowa:Joining the University of Iowa means becoming a vital part of the Hawkeye community, where your work directly impacts education, research, and student success.Enjoy exceptional health coverage, university-paid life insurance, robust retirement plans, and generous leave policies. Benefit from 24/7 support services, well-being resources, and access to UI Health Care specialists. Grow professionally with advanced training, leadership development, and tuition assistance.Iowa City offers a great quality of life with world-class performances at Hancher Auditorium, Big Ten athletics, top-ranked public schools, and outdoor recreation.Join us in making a difference at a leading Big Ten university and premier public research institution.