Executive Assistant

Announcement

Details

Open Date 05/19/2026 Requisition Number PRN45100B Job Title Executive Assistant Working Title Executive Assistant Career Progression Track E Track Level FLSA Code Administrative Patient Sensitive Job Code? No Standard Hours per Week 40 Full Time or Part Time? Full Time Shift Day Work Schedule Summary VP Area Academic Affairs Department 00002 - EVPAA - Academics Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range $56,000 - $68,349 Close Date 07/15/2026 Priority Review Date (Note - Posting may close at any time) 05/25/2026 Job Summary

The Executive Assistant provides high-level administrative and operational support to the office and its leadership within the University of Utah Institute for Critical & Strategic Minerals (ICSM). This role is central to ensuring efficient daily operations, effective communication, and successful coordination of activities across academic, research, and outreach functions. The ideal candidate is highly organized, proactive, and capable of managing multiple priorities in a dynamic university environment.

This role is ideal for someone who thrives in a collaborative environment and enjoys supporting a wide range of administrative, communication, and organizational functions critical to the success of a university office or institute.

Responsibilities

Calendar & Meeting Coordination:

• Manage complex calendars, schedule meetings, coordinate logistics (in-person and virtual), prepare agendas, and ensure timely follow-up on action items.

Travel & Logistics:

• Arrange domestic and international travel, including itineraries, accommodations, reimbursements, and compliance with university policies.

Website & Digital Content Updates:

• Maintain and update office and/or lab websites to ensure accurate, timely, and engaging content. Collaborate with team members to highlight news, events, and achievements.

Office Operations & Supplies:

• Oversee office supply inventory, order materials, and ensure smooth day-to-day operations of the office environment.

Document Management & Information Sharing:

• Organize, maintain, and distribute documents using shared platforms. Ensure accessibility and proper version control for internal and external stakeholders.

Lab & External Communications:

• Serve as a primary point of contact for external partners and potential users of lab facilities. Provide information, coordinate access, and support relationship-building efforts.

Visitor & User Coordination:

• Manage communications with lab visitors and users, including scheduling visits, coordinating logistics, and ensuring a positive and professional experience.

Student Coordination & Reporting:

• Assist with scheduling student presentations, reporting activities, and coordinating related events or reviews. Support student engagement and communication processes.

Meeting & Event Coordination:

• Organize and support internal and external meetings, workshops, and events, including logistics, materials preparation, and communication.

Proposal & Project Support:

• Assist in organizing proposals, compiling required materials, tracking deadlines, and coordinating contributions from multiple stakeholders.

Newsletter & Report Preparation:

• Compile, draft, and edit content for newsletters, reports, and other communications that highlight office and institute activities.

Institute Promotion & Outreach:

• Support promotional efforts by contributing to communications, marketing materials, and outreach initiatives that enhance the visibility of the institute.

Minimum Qualifications

Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor's degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• Experience supporting academic or research units
• Familiarity with University of Utah systems and procedures
• Experience with event coordination and external stakeholder engagement
• Proficiency in the Microsoft Office Suite
• Experience with web content management systems
• Excellent written and verbal communication skills
• Ability to handle sensitive information with discretion

Type Benefited Staff Special Instructions Summary Additional Information

The University is a participating employer with Utah Retirement Systems ("URS"). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS' post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

Veterans' preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran's status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX (OEO). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

Online reports may be submitted at https://oeo.utah.edu

https://publicsafety.utah.edu/safetyreport/ This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• • Do you have a bachelor's degree or equivalency (1 year of higher education can be substituted for 1 year of directly related work experience)?

• Yes

• No

• • Indicate the number of years of office management and/or supervisory experience that you have:

• Less than 1 year

• 1 year or more, but less than 2 years

• 2 year or more, but less than 4 years

• 4 years or more, but less than 6 years

• 6 years or more

• • Indicate your level of knowledge/expertise in finance/budgeting:

• None

• Minimal

• Moderate

• Extensive

• • Do you have previous work experience in a college/university environment?

• Yes

• No

Applicant Documents

Required Documents

• Resume
• Cover Letter

Optional Documents