The Executive Assistant is a member of the Provost's senior staff reporting directly to the Provost and providing executive-level support to the Provost. Specifically responsible for a broad and complex set of assignments related to the duties of the Provost; providing administrative support for all Provost activities on behalf of the Provost in a manner that reflects the Provost's priorities and the College's mission, goals and values; demonstrating commitment to continuous quality improvement and to providing outstanding service to a variety of internal and external College stakeholders and maintaining an overall standard of excellence for the staff in the Office of the Provost; supporting the Provost by executing or causing to be executed operational and administrative details and performing administrative functions that require a thorough knowledge of College policies, procedures, and operations and an understanding of the College's role within the community; recurring contact with members of the Board of Trustees, senior administrators and executives, faculty, staff, public and private officials, the media, students, parents and other stakeholders; exercising initiative and independent judgment in managing the Provost's schedule and the office's daily activities; and using discretion in the dissemination of information to faculty, students, staff and the various publics served by the College and coordinates activities with several major subordinate administrative units of the College.
WHAT YOU WILL DO
Responsible for acute calendar management and logistics management, specifically acting as the primary person responsible for optimizing the Provost's time and efficiency.
Serves as the primary liaison between the Provost and their direct reports and senior leadership team for the facilitation of logistical details; dissipates timely and accurate information sharing critical to maintaining alignment in this fast-paced environment; and identifies potential synergies and collaboration opportunities relating to matters (as appropriate) flowing through the Provost's Office.
Works in partnership with the Provost to organize and develop outcome-based senior team sessions, including the design and execution of regular meetings, workshops, and retreats.
Quantifies and tracks key measures as defined by the Provost to support their annual performance reporting and other data needs.
Supports the efficient utilization of the Provost's time through development and coordination of a complex calendar of appointments, meetings, social engagements, professional engagements, and College and community functions with individuals and groups in alignment with the Provost's and institution's goals and objectives.
Promotes a positive image of the Provost's Office by greeting and receiving visitors to the, responding to inquiries from diverse College publics providing authoritative information regarding policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
Coordinates, manages, and curates the flow of incoming and outgoing communications and miscellaneous data by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
Assists the Provost in oversight functions by reviewing and monitoring correspondence and documents prepared by other offices for the Provost's signature.
Notifies/works with campus partners to optimize the Provost's travel to serve institutional priorities and needs. Facilitates efficient and cost-effective official travel by making travel arrangements and preparing associated approval forms and expense reports.
Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
Assists with development and management of the budgets under control of the Provost's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, completing budget transfers, and verifying and approving travel.
Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the Provost.
Drafts all correspondence, background briefs and preliminary talking points for the Provost, across a range of activities.
Conducts and synthesizes research on events, subjects, and trends related to Office of the Provost's communication and initiatives.
Supports the writing of articles, and keynote speeches for high-profile opportunities; supports the creation of PowerPoints, infographics, and other creative visuals to support those occasions.
Compiles records and reports as appropriate that require assembling data and information from around the College and its staff.
Researches and prepare briefings and communication materials for meetings and presentations.
Assumes additional responsibilities as required.
WHAT EDUCATION AND SKILLS YOU WILL NEED
Bachelor's Degree
A minimum of 5-7 years of successful experience supporting a senior level administrator in a complex, fast paced environment.
Significant knowledge and understanding of higher education.
Exceptional skills in communications including both engaged and productive listening and effective writing skills. Ability to write/draft/edit/proofread correspondence and other communications as required.
Ability to engage and interact with a variety of styles and personalities for productive interpersonal relationships.
Ability and willingness to became part of a dynamic, diverse, and creative team.
Experienced and skilled decision-maker with ability to handle multiple workstreams and actively follow through independently.
Excellent prioritization and planning skills.
Demonstrated strengths in negotiation, facilitation, and organizational skills.
Outstanding ability to adapt to changing conditions with a high degree of flexibility and agility.
Possesses history of successful collaboration with multiple constituencies and exceptional cultural competency.
Thorough knowledge of productivity tools including MS Office and the ability to embrace changes requiring the learning and utilization of new tech skills.
Ability to envision and propose new methods to perform tasks that support ET&A; takes thoughtful risks; and accepts new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Ability to anticipate and embrace change; demonstrates willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
Outstanding research skills that enable quick, in-depth information gathering and analysis specifically related to meeting preparation for the president.
HOW AND WHERE YOU WILL WORK
Work schedule requires work onsite 5 days a week; the on-campus requirement is subject to modification based on organizational need.