Executive Assistant

The position provides comprehensive administrative and logistical support for a Vice President, Dean, or senior Director, with a high degree of initiative, judgment, and discretion. Acting as the primary liaison with unit customers, including faculty, students, staff, and external organizations, the role requires seamless collaboration and coordination with team members and peers from other units to achieve organizational objectives.

Responsibilities

• Manage complex schedules and handle frequent reprioritizations.
• Assemble resources and ensure the senior faculty is well-prepared for all commitments.
• Develop an understanding of major priorities, standing meetings, and the academic calendar while rapidly grasping University and unit policies and procedures.
• Email management, technical troubleshooting, event and travel planning.
• Budget monitoring, day-to-day supervision, and guidance of the work of personnel.
• Document preparation.

Essential Qualities

• Exceptional communication skills and interpersonal abilities.
• Discretion with sensitive information and internet research expertise.
• Self-sufficiency and a team-oriented mindset.
• Attention to detail and organizational prowess.
• Proactive problem-solving and a commitment to optimizing processes and workflows.

Requirements

• Strong scheduling skills and in-office presence.
• Professional conduct and experience working within academic and/or corporate administrative offices.
• Familiarity with complicated scheduling, email triage, travel and event management, sensitive communications, and purchasing and financial reconciliation.
• Experience managing other personnel (e.g., other staff, student workers, or volunteers).
• Demonstrated facility with a range of Microsoft Office programs.
• Proven ability to handle confidential or private materials and information with discretion and tact.
• Exceptionally good judgment.