Senior Executive Assistant, Operations

The Senior Executive Assistant ensures that executives time priorities communications and commitments are managed effectively and that the office operates with a high degree of organization responsiveness and professionalism.

This position will coordinate multiple complex scheduling and order to be successful with this the position will need to be up to date on university priorities. Therefore it is expected for this position to also attend departmental meetings and select committee meetings. This role will also serve as a meeting coordinator creating and maintaining meeting minutes and preparing necessary materials. A high level of confidentiality is required.

The ideal candidate will have exceptional organizational skills comfortable with multiple levels of evolving technology (Zoom Teams AI Platforms SAP etc.) strong interpersonal skills and the ability to anticipate the needs of the unit. This position will initially be fully on-site Monday Friday 9am 5pm. The successful candidate will exercise considerable judgment discretion and initiative in managing sensitive matters and competing priorities. They will anticipate needs identify potential issues before they arise and create systems that enable the executives and the broader Operations leadership team to work effectively.

Essential Functions:

Essential Function 1:

• Coordinate and schedule meetings recurring commitments events and executive engagements. This includes booking travel and creating expense closely with executive assistants and administrative leaders across the University to facilitate effective coordination and information flow.

Essential Function 2:

• Prepare and organize for meetings including booking rooms tracking attendees setting up remote options ordering catering creating agendas prepare and organize briefing materials and taking minutes (when appropriate).Act as the Operations suite manager by greeting guests ordering supplies managing paper files and creating/maintaining electronic databases. Minimal PO creation for specific vendors may be required.

Essential Function 3:

• Maintain confidential files records correspondence and information requiring a high degree of considerable judgment discretion and initiative in managing sensitive matters and competing anticipate needs identify potential issues before they arise and create systems that enable the executives and the broader Operations leadership team to work effectively.

Essential Function 4:

• Coordinate with Assistant Vice President Operations & Strategic Implementation on ongoing improvements to campus operations. This includes commencement orientation student move-in and other special events or assignments.

Essential Function 5:

• Hire train and manage student employees.

Required Skills

Bachelors Degree and 3-5 years of experience required.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color natural or protective hairstyle religion sex age national origin physical or mental disability sexual orientation gender identity genetic information military service pregnancy or pregnancy-related condition or because of marital parental or veteran status. We are a VEVRAA Federal Contractor

Required Experience:

IC