Executive Assistant

Executive Assistant

The Executive Assistant supports the major goals of the EVP&T in efforts to operate the University. The EVP&T leads the Business Affairs Division which includes Finance, Facilities, Information Technology, Office of People & Culture, Risk Management, Compliance, & Procurement. EVP&T Support - 50% Be accessible to the EVP&T, the Business Affairs Division, campus community, the President's Cabinet & the Board members as needed. Be completely confidential on behalf of the University, the Board of Regents, the EVP&T's Office. Be protective of the Office of the EVP&T of its reputation, integrity, ethics, & honour on behalf of the University. Be a conduit for the EVP&T's Office & President's Cabinet members, Business Affairs, Leadership, key University external partners, & students. Help the University fulfil its mission by maintaining high standards of excellence, ethics, integrity, honesty, & professionalism in all key responsibilities of the Business Affairs Division. Apply the principles of continuous quality improvement, which includes working cooperatively with colleagues & projecting a service orientation towards all. Interact with all members of the University community. Impart accurate information & direction to staff, faculty, students, & to external individuals & organizations in a courteous, professional, & facilitative manner. Alert the EVP&T of meetings & activities & provide the EVP&T with necessary information & lead time to various places on time. Requests to support other key direct reports of the EVP&T may occur. Arrange EVP&T's travels & community engagement activities & process necessary administrative paperwork & reimbursements in a timely fashion. Interpret requests & assist in compliance as appropriate. Provide information & take necessary actions in a timely manner. Always perform in a calm & professional manner, especially during crisis or emergencies. Operations & Office support - 50% Anticipate the needs, coordinate the activities, alert the EVP&T with upcoming events, meetings & activities, carry out policies, & implement decisions for the EVP&T in an effective, efficient, professional, respectful, & facilitative manner. Gather data & prepare slide decks & reports for meetings such as Board of Regents & various key committees & task forces commissioned by the EVP&T. Coordinate & plan logistics for various meetings & events. Schedule appointments, maintain accurate calendars of setting appointments & special meetings, & establish appointment priorities. Keep all concerned informed of pending activities pertaining to them & keep them immediately apprised of meeting & calendar changes. Participate in EVP&T's staff meetings, take meeting notes, complete meeting minutes, track & follow up with projects assigned to key stakeholders. Participate in & support committees & other activities assigned by the EVP&T. Review & summarize contents of incoming materials. Read & draw attention to important information or potential conflicts. Ensure that requests for action, or information, are relayed to the EVP&T or appropriate staff. Proofread carefully all outgoing correspondence to ensure professionalism prior to signature. Maintain basic communication packages for the University; oversees the appropriate use of SMU Style Manual in written materials produced within the University. Develop & maintain records management system to assure fast retrieval of needed information & protection of vital records.

Skills: Five to six years of broad experience in a position of increased responsibility in an academic environment preferred Experience in an executive assistant role at the dean or higher-level preferred Present oneself both in manner & image that fit for the professional setting. Be always courteous & act professionally. Be able to function independently & reliably. Be able to uphold the utmost integrity, honesty & work ethics. Excellent Communication skills, both oral & written. Knowledge of University organizational structure, programs & activities, policies & procedures for effective evaluation of the propriety of proposed transactions & their potential impact on university interests; for provision of useful advice to others on means of accomplishing their operational goals; & for locating sources of relevant information. Proficiency & effectiveness in the use of latest office technology & management tools, including but not limited to MS TEAMS, Zoom, Outlook, PowerPoint, Windows 365, Excel, Word, & Access. Ability to analyse & interpret documents, contracts, data, policies, & regulations, which are complex in content, syntax, & expression. Ability to write concise, logical & accurate materials. Knowledge of the mechanics of written English (e.g., grammar, punctuation, spelling) & ability to apply such knowledge consistently & effectively so that documents, whether produced by the incumbent or others are proofread & edited to ensure that they are mechanically correct. Ability to analyse complex problems or information in an objective manner & derive logical conclusions to provide a sound basis for establishment of priorities, selection of appropriate courses of action for pursuit or recommendations to others & resolve conflicts. Ability to organize work effectively to achieve timely progress on multiple simultaneous tasks; under the directive of the EVP&T, meet deadlines; be results-oriented; & maintain a high level of productivity & quality of work. Ability to exercise tact & diplomacy in dealing with others to secure necessary information & cooperation from a variety of people & enable the incumbent to conduct effective negotiations, resolve disagreements & conflicts.

Education: Bachelor's degree required. Master's degree preferred, or a combination of education & experience.