Executive Administrative Assistant

Description

Job Title: Executive Administrative Assistant

Department: Academic Affairs

Schedule: Regular, 12 mo., FT, M-F 8am-5pm (occasional nights and weekends)

Supervisor: Provost

FLSA Classification: Exempt

Job Summary:

The Executive Administrative Assistant to the Provost serves as a critical partner in advancing the mission of Academic Affairs through high-level administrative support and strategic coordination. Reporting directly to the Provost, this position manages complex administrative functions, including serving as the primary point of contact for diverse constituencies, coordinating major university events, supporting faculty personnel processes, and contributing to the successful execution of office operations and data management. The role requires exceptional discretion in handling confidential matters, superior interpersonal and communication skills, and the ability to represent the Provost professionally to trustees, donors, alumni, faculty, students, staff, and external partners.

Duties/Responsibilities:

• Serve as the first point of contact for the Provost’s office, exercising judgment to independently handle routine matters, appropriately triage complex issues, and ensure timely response to all inquiries. Represent the Provost’s office with professionalism and discretion.
• Proactively manage complex calendar(s) using sound judgment and a strategic lens, prioritizing high-impact engagements, resolving conflicts, and protecting leadership capacity.
• Coordinate all travel logistics, expertly coordinating complex itineraries, navigating changes, and ensuring compliance with institutional requirements.
• Collaborate as part of the executive support team to coordinate and, as appropriate, lead high-priority initiatives and major institutional events, serving as a strategic liaison among the President’s Office, Academic Affairs, Deans, and Board members.
• Continuously evaluate and refine Office of Academic Affairs workflows and updating of policies, including but not limited to the Faculty/Staff Handbook and the University Academic Calendar to improve institutional efficiency.
• Oversee the preparation, monitoring, and auditing of Provost-level budgets, alerting Provost of variance in the budget on a regular basis.
• Maintain faculty statistics, sensitive personnel files, and committee listings with the highest degree of accuracy and confidentiality in collaboration with Human Resources.
• Provide mentorship, training, and operational guidance to the team of Deans’ administrative assistants and other administrative support staff, fostering a culture of excellence and collaboration.
• Lead the planning and execution of university ceremonies sponsored or co-sponsored by the Provost Office, including but not limited to commencement, receptions and ACE Festival.
• Capture and consolidate proceedings of key university committees, distilling complex discussions into clear insights and actionable next steps for senior leadership.
• Draft and coordinate executive-level correspondence, reports, and briefing materials that reflect the Provost’s voice and institutional priorities.
• Oversee Provost P-card purchases; reconcile, ensure approvals, and prepare reports
• Initiate and process travel reimbursements and other invoicing
• Interview, hire, train, schedule, and supervise student employees
• Perform other duties as assigned.

Required Skills/Abilities:

• Demonstrated ability to exercise sound judgment, anticipate needs, and solve complex problems independently in a fast-paced executive environment.
• Strong understanding of institutional operations and the ability to interpret and apply policies, procedures, and governance processes.
• Financial acumen, including experience monitoring budgets and understanding basic accounting principles.
• Advanced project management skills with the ability to drive timelines, ensure accountability, and manage competing institutional priorities.
• Exceptional written and verbal communication skills, with the ability to draft executive-level correspondence and interact professionally with senior leadership, Board members, faculty, staff, students, and external stakeholders.
• Proven ability to manage highly confidential and sensitive information with discretion and integrity.
• Experience coordinating high-level meetings and institutional events.
• Strong organizational and systems-thinking skills, including proficiency with enterprise systems, databases, and office technologies.
• Demonstrated leadership capability, including the ability to train, guide, and coordinate administrative staff.
• Ability to remain composed, adaptable, and solutions-oriented while managing multiple priorities and shifting demands.
• Willingness to work occasional early mornings, evenings, or weekends to support institutional priorities and events.

Education and Experience:

• Bachelor’s degree preferred. Significant executive level administrative experience required. Minimum of 5 years of progressively responsible executive-level administrative or project management experience, preferably supporting senior leadership in a complex organization.
• Demonstrated experience managing confidential matters, coordinating governance processes, and exercising independent judgment required.
• Advanced proficiency in database management and the full Microsoft/Google suites.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus. The employee must occasionally travel to meetings and conferences off campus, which may include some overnight travel.

Supervisory Responsibilities:

Supervise 1-2 student employees. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

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