Executive Administrative Assistant IV

AP has an EXCELLENT opportunity at a well-known educational institute. We are looking for an experienced individual to support "C Suite" leadership. If you thrive working in a fast paced environment, anticipate needs, manage complexity with confidence, and take pride in being the trusted right hand to senior leadership, you will want to align yourself with this role. Those with experience working at a college or university are the ideal candidate!

You will provide high-level support to senior leaders across the university. You will manage complex calendars, coordinate travel and meeting logistics, and prepare communications while maintaining confidentiality and accuracy. You will serve as the liaison between executives and internal/external stakeholders, ensuring effective communication and timely resolution of inquiries. You will support decision-making by conducting research, preparing reports, and organizing critical documentation. The goal is to enhance the executives productivity and the overall efficiency of the university's leadership functions.

Responsibilities

• Oversees and manage complex calendars for senior leaders, ensuring efficient scheduling and time management
• Arranges and coordinate travel plans, including booking flights, accommodations, and transportation
• Organizes and facilitate meetings, including preparing agendas, coordinating with participants, and ensuring all necessary materials are available
• Drafts, reviews, and distributes both internal and external communications on behalf of senior leaders, maintaining confidentiality and accuracy
• Acts as the primary point of contact between executives and internal/external stakeholders, ensuring effective communication and timely resolution of inquiries
• Conducts research and prepare detailed reports to support executive decision-making processes
• Organizes, maintain, and manage critical documentation, ensuring easy access, confidentiality and retrieval
• Provides administrative and logistical support for internal/ external/ national boards, committees and/or councils which the senior leader participates in
• Plans and executes senior leader college/division wide events, meetings, retreats, and staff meetings
• Performs budget-related analysis, approves and processes expenses, and reconciles purchases
• Collaborates with other administrative staff and departments to support needs of area
• Assists with special projects and initiatives as directed by senior leaders, ensuring timely and successful completion
• Other duties as assigned

Education

Bachelor's degree in a related field

Experience

8 yrs of related experience

Equivalent combination of experience and education may be considered, previous experience in an educational institution is strongly desired

Knowledge, Skills, Abilities, and Other Characteristics

• Knowledge of office management, administrative procedures and policies, and university operations to ensure effective workflow and coordination
• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records
• Knowledge of financial systems and budget tracking processes for maintaining expense reports and processing invoices
• Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders with complex calendars
• Skill in drafting and preparing professional documents, presentations, and communications
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment while maintaining attention to detail
• Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards
• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards