Executive Operations Administrator

GENERAL SUMMARY

The Executive Operations Administrator exhibits a high level of professionalism, proactive thinking, and the ability to anticipate the needs of C-level executives and campus operations. This individual must possess the capability to manage sensitive and confidential information while supporting executive leadership.

The position requires comprehensive administrative and operational support, as outlined below. The successful incumbent will have advanced proficiency in Microsoft Word, Excel, and PowerPoint, along with exceptional written and verbal communication skills.

Key responsibilities include coordinating activities and communications across multiple campuses, departments, and programs on behalf of the Chancellor and executive leadership. The role will also overseeing event logistics, managing complex calendars for C-level executives, organizing domestic and international travel, tracking executive team budgets and time off, and compiling data reports. Additionally, the incumbent will be responsible for creating and editing time-sensitive presentations, handling phone communications, and managing expense reporting and spreadsheets to support institutional needs.

This role requires a proactive individual capable of leading high-level administrative functions and ensuring the smooth operation of campus activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include but are not limited to the following categories:

Calendaring

• Coordinate, schedule and update of calendars across time zones and geographies.
• Collaborate with other administrative assistants to coordinate university meetings, group discussions and ongoing executive-level committee meetings on behalf of the Chancellor.
• Compile and distribute meeting agendas and minutes for executive level meetings.
• Manage high volume meeting requests for the Office of the Chancellor; critically prioritize meetings to ensure effective and efficient scheduling and use of time.

Events and Logistics

• Provide primary support for meetings to include, but not limited to, arranging meeting logistics, preparing agendas, collecting any supporting information, and compilation/distribution of meeting minutes.
• Work in collaboration with IT department to ensure a smooth and seamless meeting experience. Meeting platforms include live meetings/interactive software, video conferences, conference calls, Town Halls, etc.
• Coordinate offsite meetings and logistics, and associated hotel accommodations, catering, room set up, document preparation, etc.
• In partnership with the Campus Director, coordinate, develop and support local campus events and functions.

Expense Reporting and Invoicing

• Manage and prepare expense reports using online expense portal and/or manual methods; submit for reimbursement.
• Proactively manage any extraordinary expenses to ensure appropriate approval prior to expenditure.
• Collaborate with Controller and Accounts Payable department to manage expense and invoicing process for the Office of the Chancellor.

Travel Planning:

• Manage domestic and international travel itineraries to include coordinating travel and lodging arrangements, updating calendars with travel information and confirming reservations.
• Conduct research as needed for travel arrangements to ensure efficiency and cost-effectiveness.
• Create detailed itineraries with all pertinent information to ensure a seamless travel experience.

Communications:

• Provide a bridge for smooth communication between the senior leader’s office and internal departments, while demonstrating credibility, trust and support.
• Prepare general communications to ensure timely and clear dissemination of university-critical information.
• Review and edit communications and presentations on behalf of senior leadership.

Reporting, Presentations and Project Management:

• Prepare documents such as spreadsheets and PowerPoint presentations, create and maintain organizational charts, handle correspondence, take meeting minutes, and prepare documents as directed.
• Prepare, process, and maintain database for special reports, including invoices, check requests, time off forms, expense reports, memberships, subscriptions and other needs as directed.
• Establish an organized system for maintaining regular and confidential files and records.
• Anticipate the needs of the institution; assume responsibility for projects and make recommendations about current processes and procedures.
• Monitor and order supplies and manage office equipment requests in relation to maintenance; printers, copier service calls, and other needs as requested.

Student and Guest Support:

• Act as the first point of contact for potential students and guests in the reception area; responsible for dealing with inquiries on the phone and face-to-face.
• Create and maintain a schedule to ensure proper coverage of the front desk receptionist area across campus locations; identify, engage and oversee supplemental workers for the receptionist function.

Board Support and Liaison:

• Serve as the senior leader’s administrative liaison to the USAHS Board of Directors.
• Assist board members with travel arrangements, lodging, and meal planning as needed.
• Maintain discretion and confidentiality in relationships with all board members.
• Comply with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

TRAVEL/AVAILABILITY:

• US domestic travel required to campuses; must be able to travel to support university events including Board meetings, awards ceremonies, etc. in support of the Office of the Chancellor.
• May require occasional evening and weekend work as needed for business needs and to support the senior executive’s agenda.

POSITION IN ORGANIZATION

REPORTS TO: University Chancellor

POSITIONS SUPERVISED: Customer Service Coordinator and Student Workers on occasion.

TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Incumbents will be evaluated, in part, based on the performance of each essential function. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Must be a detail-oriented self-starter who can work both individually and in a collaborative team environment; have the ability to handle multiple tasks in a constantly changing environment.
• Strong ability to multitask and handle competing priorities, solid organizational skills, and a customer service orientation.
• Demonstrates critical thinking skills to synthesize information quickly to determine the appropriate path for action and resolution.
• Excellent written and verbal communication skills; excellent listening and assimilation skills and the ability to thrive in a fast-changing environment.
• Ability to manage confidential information with integrity, discretion and a high level of trust and integrity
• Must possess solid and advanced level skills in MS Outlook, Word, Excel, PowerPoint, and SharePoint; knowledge of Visio is a plus.

EDUCATION and/or EXPERIENCE

• High school diploma required. Secondary education or a degree in a business school, trade school or an associate degree highly preferred.
• A minimum of 5 -7 years of administrative support experience, preferably at the executive level, experience working in higher education is highly preferred.

BUSINESS COMPETENCIES

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Innovation - Creating new and better ways for the organization to be successful.
• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.

WORK ENVIRONMENT

Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary.

Physical requirements of this position include the following:

X Lifting up to 30 lbs.