Executive Assistant

Job Summary:

The Executive Assistant to the Provost provides high-level administrative support to ensure the efficient operation of the Provost’s office. This role manages confidential information with discretion, coordinates complex schedules and travel arrangements, and oversees communication processes. Acting as a liaison between the Provost’s office and internal/external stakeholders, the Executive Assistant drafts correspondence, organizes meetings, and facilitates office initiatives. Additional responsibilities include maintaining records and archives, managing purchasing processes, supporting faculty development activities, and ensuring the Provost is prepared for all engagements.

Essential Functions (Responsibilities):

• Maintains confidentiality and discretion regarding Provost’s office business and files.
• Handles and/or supervises correspondence, travel, schedules, and administrative activities within the Provost’s office.
• Drafts correspondence and communications for the Provost and Vice Provosts as needed.
• Aides in preparation for Board of Trustees meetings, including drafting reports and presentations as needed.
• Compiles, expedites, and maintains confidential information, including evaluations of faculty and staff, promotion and tenure, grievances, and complaints.
• Oversees purchasing related to the Provost’s office activities.
• Ensures the Provost and Vice Provosts are prepared for external and internal meetings.
• Maintains Provost’s office files, historical data, and archived records; including syllabi and CVs, and stores them electronically.
• Coordinates schedules and travel for Provost, Vice Provosts, and guests.
• Schedules meetings on behalf of the Provost and Vice Provosts.
• Drives efficiencies through technology,
Performs related responsibilities as required or assigned.

Required Qualifications:

Knowledge, Skills, and Abilities :

• Proficient with Microsoft Suite.
• Ability to multi-task efficiently in a fast-paced environment, drive projects to completion, and act with a sense of urgency.
• Ability to maintain a high level of confidentiality.
• Knowledge of organizational structure of the university and its role in the larger community.
• Excellent interpersonal, managerial, written, and oral communication skills and the ability to effectively prioritize and coordinate the work of the activities of the Provost’s office.
• Demonstrated effectiveness in working with various administrative levels and diverse groups of people located internally and externally to the institution.
• Strong ability to work with minimal supervision.
  

Equivalent Education and Experience:

• A bachelor’s degree in related field or equivalent years of experience.
• Must have 3 to 5 years of relevant experience.

Preferred Qualifications:

• Master’s degree in a related field.
5-7 years of relevant experience.

Special Job Dimensions

Work requires working with highly sensitive or confidential information.

Disclaimer:

The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed. They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from day-to-day. Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description.