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Executive Assistant -Huntsville
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Position Details
Position Information
Requisition Number
S4983P
Home Org Name
Office of AU in Huntsville
Division Name
VP for Research and Economic Dev
Position Title
Executive Assistant -Huntsville
Job Class Code
db38
Appointment Status
Full-time
Part-time FTE
Limited Term
No
Limited Term Length
Job Summary
This position will be located in Huntsville, AL.
Auburn University’s Office of the Senior Vice President for Research and Economic Development is seeking an accomplished and highly skilled professional to serve as Executive Assistant at the Huntsville-based Applied Research Institute. This dynamic, high‑visibility role provides comprehensive executive support and strategic coordination for leadership teams in both Huntsville and Washington, DC. It ensures the seamless execution of complex scheduling, travel, meeting management, and priority initiatives. Beyond core administrative functions, the position leads operational logistics, advances cross‑functional projects, and strengthens organizational communication and efficiency. Through these efforts, the role enables executive leaders to remain focused on mission‑critical objectives and long‑term strategic priorities.
Auburn University’s Office of the Senior Vice President for Research and Economic Development is seeking an accomplished and highly skilled professional to serve as Executive Assistant at the Huntsville-based Applied Research Institute. This dynamic, high‑visibility role provides comprehensive executive support and strategic coordination for leadership teams in both Huntsville and Washington, DC. It ensures the seamless execution of complex scheduling, travel, meeting management, and priority initiatives. Beyond core administrative functions, the position leads operational logistics, advances cross‑functional projects, and strengthens organizational communication and efficiency. Through these efforts, the role enables executive leaders to remain focused on mission‑critical objectives and long‑term strategic priorities.
Essential Functions
- Manages complex calendars for multiple executives, including scheduling, conflict resolution, and coordination of domestic and international travel.
- Prepares agendas, briefing materials, presentations, and follow‑up documentation for meetings, receptions, and events.
- Handles highly confidential and sensitive information with exceptional professionalism, judgment, and discretion.
- Screens and directs phone calls, visitors, and correspondence, ensuring timely and accurate routing to appropriate departments.
- Serves as a primary liaison between internal teams and external stakeholders, including donors, alumni, partner organizations, and the general public.
- Facilitates clear and effective communication across the organization, ensuring the seamless flow of routine and non‑routine information.
- Leads and supports special projects that strengthen business operations, improve processes, and enhance organizational effectiveness.
- Conducts research, analyzes information, and prepares summaries or recommendations to support executive decision‑making.
- Proactively identifies operational improvements and ensures alignment of priorities with executive goals and strategic initiatives.
- Plans and manages logistics for board meetings, off‑site leadership events, and large‑scale organizational gatherings.
- Coordinates meetings, receptions, and events for the Huntsville and Washington, DC offices as needed.
- Oversees office operations and administrative functions, including onboarding, training, and mentoring of assigned staff.
- Leads the Huntsville administrative team, fostering a collaborative, efficient, and high‑performing work environment.
- Manages travel arrangements and oversees administrative processes related to financial records, documentation, reimbursements, and compliance for both the Huntsville and DC offices.
Why Work at Auburn?
- Life-Changing Impact: Our work changes lives through research, instruction, and outreach, making a lasting impact on our students, our communities, and the world.
- Culture of Excellence: We are committed to leveraging our strengths, resources, collaboration, and innovation as a top employer in higher education.
- We’re Here for You: Auburn offers generous benefits, educational opportunities, and a culture of support and work/life balance.
- Sweet Home Alabama: The Auburn/Opelika area offers southern charm, vibrant downtown scenes, top-ranked schools, and easy access to Atlanta, Birmingham, and the Gulf of Mexico beaches.
- A Place for Everyone: Auburn is committed to fostering an environment where all faculty, staff, and students are welcomed, valued, respected, and engaged.
Ready to lead and shape the future of higher education? Apply today! War Eagle!
Minimum Qualifications
Minimum Qualifications
Bachelor’s degree- No specific discipline and 8 years of experience in complex administrative support services.
Substitution allowed for Education:
Experience may be accepted in lieu of education
Substitution allowed for Education:
Experience may be accepted in lieu of education
Minimum Skills, License, and Certifications
Minimum Skills and Abilities
- Strong understanding of human resources administration, budgeting, accounting, payroll practices, and core financial principles.
- Thorough knowledge of office operations, business policy development, and general administrative best practices.
- Advanced proficiency in computer software and communication tools.
- Skilled in accurately interpreting, applying, and communicating policies and procedures.
- Demonstrated ability to provide high-level administrative support with professionalism, tact, diplomacy, and strong interpersonal communication.
- Highly skilled in managing multiple projects and deadlines through effective organization, prioritization, and analytical problem‑solving.
- Proficient in preparing agendas, briefing materials, and documentation that support informed executive decision‑making.
- Ability to collaborate effectively across teams, departments, and stakeholder groups, fostering strong communication and productive partnerships.
- Ability to lead, mentor, and develop administrative staff, cultivating a collaborative, high‑performing work environment.
- Ability to manage budgets, monitor expenditures, and ensure financial practices align with organizational goals and compliance requirements.
- Proven ability to handle confidential and sensitive information with discretion, while adapting to evolving priorities and identifying opportunities for process improvement.
Minimum Technology Skills
Minimum License and Certifications
Desired Qualifications
Desired Qualifications
Posting Detail Information
Salary Range
$64,120-$106,430
Job Category
Administrative
Working Hours if Non-Traditional
City position is located in:
Huntsville
State position is located:
Alabama
List any hazardous conditions or physical demands required by this position
Posting Date
01/09/2026
Closing Date
Equal Opportunity Compliance Statement
It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. Please visit their website to learn more.
Special Instructions to Applicants
provide 3 references
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