The Executive Assistant provides executive management
services to the Provost and members of the Provost Office. This position is
responsible for various activities including coordination of the executive
calendars and schedules; management of correspondence, travel arrangements,
telephone calls; and resolution of departmental problems. This position reports
directly to the Provost.
Provides a variety of detailed and complex executive
management services for the Provost. Makes daily administrative and operational
decisions on the Provost’s behalf. Ensures that the Provost is informed of all
Manages, monitors, and coordinates calendars for meetings or
event commitments. May help determine priorities for the Provost’s calendar in
addition to coordinating efforts of other staff engaged in scheduling the Provost’s
time. Determines information and scheduling requirements. Researches
information; alerts the executive of appointments needing to be rescheduled and
future key appointments. Reschedules existing appointments as deemed
Reviews and prioritizes incoming correspondence addressed to
the executive. Determines actions required to ensure proper follow through.
Researches, composes, and/or drafts emails and memos on behalf of the executive.
Ensures acceptable formats are followed as appropriate.
Facilitates communications between the executive and direct
reports. Assesses and prioritizes the urgency of situations and determines
appropriate action. Facilitates reciprocal exchange of communications and
critical information in a timely manner between the executive and other College
offices and/or external parties. Serves as a key resource and provides ongoing
public relations on the executive’s behalf with faculty, staff, visiting
trustees, major donors, dignitaries, and/or other VIPs. Represents the executive
through phone and personal contacts, as needed. Screens, responds, or forwards
incoming calls directed to the executive.
Assists in managing operational budgets including fiscal
planning and monitoring.
Assists in forming meetings and ad hoc committees. Monitors
progress toward completion of tasks, as requested. Ensures that committee
reports and recommendations are submitted in a timely manner. Follows up as
Coordinates travel arrangements for the executive.
Researches and resolves problems or questions referred by
faculty, staff, visitors, or external contacts as needed or requested by the executive.
Analyzes and reports resolution or findings.
Designs and creates documents and/or presentation slides
using computerized graphics, desktop publishing, and word processing software.
Determines type(s) of artwork (i.e., illustrations, photos, charts, graphs,
design covers) to accompany documents and/or presentation slides while
considering compatibility, content, audience, style, format, intent, etc.
Develops and maintains the executive’s office filing and
logging system to ensure optimal storage and efficient retrieval capabilities
Maintains a thorough understanding of all executive office
matters and College policies and procedures in addition to applicable government
laws and regulations. Maintains currency with College and other academic
publications. Updates the executive on new developments.
May direct and supervise the work of staff members or
student workers. Sets and communicates priorities and performance standards.
Acts as primary departmental contact with the College
business office and purchasing department.
Performs other related duties as assigned. Must be
responsive to work-related phone calls and emails during non-business hours on
Bachelor’s degree or combined experience/education as
substitute for minimum education. A minimum of 7 years related work experience
is required in a progressively responsible administrative role in an executive
office. Individual must have a heightened sense of protocol and diplomacy and
the ability to exercise sensitivity, confidentiality, and discretion in every
matter. This position requires excellent writing, proofreading, and oral
skills; strong organizational skills to address, prioritize, and coordinate
multiple projects, problems, and activities concurrently. Proficiency in Microsoft Office Suite,
specifically, Word, Excel, and Outlook and must be comfortable learning college
specific software. Demonstrated ability
to interact with diverse faculty, staff, student, and community members with
tact and sensitivity. Ability to
establish and maintain cooperative working relationships with co-workers and