The Executive Assistant has daily contact and communication with senior administrative staff, faculty, staff, current and prospective students, parents, donors, alumni, and other external executive contacts. S/he is answers the Provost’s Office main telephone.
The Executive Assistant administers the Provost’s busy calendar and is responsible for extensive scheduling of high-level meetings with the College’s senior-level administrators, faculty, donors/funders, and other external executives.
The Executive Assistant handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional academic environment. The Executive Assistant is responsible for managing communication such as emails, standard mail, meeting agendas and notes, and other correspondence.
S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes which are essential to this position.
The Executive Assistant will be responsible for ensuring timely flow of information to and from the Office. Screening, directing and managing the communications flow in the Office requires in-depth knowledge of the College’s programs, functions and operations. S/he must be a resourceful troubleshooter. S/he will ensure the Provost has all printed materials required to conduct her scheduled daily business—calendar, agendas, meeting notes, reports, etc. S/he will be responsible for maintaining and filing institutional files and the Provost’s working files.
On behalf of the Provost, the Executive Assistant will coordinate the External Reviews of academic departments; may coordinate logistics of executive searches for positions in the academic division of the College; will support the College’s Advising Pilot, special one-time events and activities, and pilot strategic initiatives; and may manage other complex administrative projects, often under tight deadlines.
The Executive Assistant will attend and take meeting notes at the monthly Faculty Meetings. Published for the General Faculty and for the historic record of the College, meeting notes are a high profile responsibility. S/he maintains records of Faculty Committee service on the web page and in the College’s enterprise system, Peoplesoft.
The Executive Assistant will support the Assistant Provost for Administration with faculty onboarding, program/project management, and administration of academic and faculty affairs, as necessary.
The Executive Assistant may hire and supervise student workers in the Provost’s Office.
The Executive Assistant will serve as office manager for the unit and will be responsible for purchasing office supplies initiating payments to external vendors and contractors in the College’s online procurement system and. S/he will manage the Provost’s travel and travel expense reimbursements. S/he will allocate monthly multiple credit-cards statements and campus purchasing-card statements. S/he will use the College’s financial system (The Financial Edge).
The Executive Assistant will provide light administrative support for three business units that report to the Provost: Sponsored Research; Institutional Grants, and Institutional Research, as well as for the Associate Provost.
The ideal candidate will be sensitive to issues of confidentiality, organized, have a positive and professional demeanor, able to support cross-functional coordination in a fast paced academic environment, and possess excellent judgment.The position is 40 hours. The Executive Assistant will be required to be available during the Provost’s Office regular business hours; work until 6:30 PM one Wednesday per month; and work occasional evenings and/or weekends, as needed to provide support and assistance to the senior leadership team