Executive Assistant to Vice Presidents - AZ - University Administration

Summary

The Executive Assistant provides administrative support to the Vice Presidents in the Executive Office. The position is responsible for preparing meeting minutes and memoranda, managing calendars and travel arrangements, and other administrative work requiring attention to detail, excellent communication and organizational skills, a high degree of initiative, strong prioritization skills, the ability to organize and analyze information effectively, knowledge of general business practices, discretion, and professionalism.

This position reports to the Vice President of Operations.

Essential Duties and Responsibilities

Provides administrative support for the Vice Presidents in the Executive Office, handling tasks of various complexities requiring initiative, accuracy, timeliness, independent judgment, and decision-making abilities.

These tasks include but are not limited to :

• Managing the executives’ calendars, including scheduling appointments, setting up virtual and in-person meetings, and prioritizing the most time-sensitive matters while keeping executives apprised of upcoming deadlines, potential issues, and urgent matters as they arise, and initiating follow-up action as appropriate.
• Preparing and maintaining comprehensive and accurate electronic and paper records, organizing information effectively, and creating / updating forms and databases as needed.
• Assisting with travel arrangements for executives accurately and effectively, as needed, and acting as a delegate to process travel and expense reimbursements in Concur.
• Helping draft and ensure accuracy in the preparation of memoranda and other communications to internal and external audiences on the executives’ behalf, preparing PowerPoint presentations, proposals, charts, reports, and other official documents.
• Recording meeting minutes accurately and distributing them within the required timeframe.
• Answering, screening, and routing incoming calls as appropriate, responding to routine inquiries from various internal and external parties to provide information, facilitate communication among parties, and / or provide direction.
• Greeting visitors in a professional, courteous manner.
• Communicating accurate information to others professionally and effectively.
• Obtaining quotes from vendors, preparing purchase requisitions, processing payment of invoices, monitoring account expenditures, and other business procedures.
• Maintain a high degree of confidentiality in all aspects of the position.
• Represent the University Administration office professionally, interpreting and answering general policy and procedure questions, and demonstrating sound judgment and discretion.
• Assist with data collection, preparation, and distribution of executive reports, formatting all documentation to ensure clarity.
• Maintain a high degree of knowledge related to departmental and institutional policies and procedures.
• Assist with planning, organizing, and executing all aspects of meetings, conferences, and other University events hosted by executives, including campus space reservations, event setup, catering arrangements, and other logistics.
• Other duties and special projects as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This individual must be able to work in a constant state of awareness and have regular, predictable, in-person attendance.

The requirements below represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Qualifications

Possess excellent interpersonal skills with a diverse group of individuals at all organizational levels both inside and outside the university, and the ability to use tact and diplomacy.

Self-motivated and proactive in carrying out research and solving problems.

• Demonstrate strong written and oral communication, including solid editing and proofreading skills.
• Demonstrate computer skills and strong working knowledge of Microsoft Office products, as well as technical skills to learn and use enterprise systems and departmental tools related to the position.
• Maintain a high degree of professionalism in all interactions.
• Commitment to performing high-quality, independent work; operate effectively within the organizational structure; demonstrate trustworthiness and responsible behavior, and ability to exercise a high level of initiative and work independently.
• Work collegially and collaboratively with other university personnel on both campuses.
• Demonstrate self-motivation and flexibility in various job responsibilities.
• Accept direction and feedback from the supervisor and follow through appropriately.

Education and Experience

Bachelor’s degree and five or more years of executive administrative experience in a professional office setting (academic setting preferred), with a demonstration of continued job growth and responsibilities.

A master’s degree or equivalent graduate work is highly desirable.

Computer Skills

Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is occasionally required to stand, walk, use hands, and reach with hands and arms.

The employee is frequently required to sit, talk, and hear. The employee must occasionally lift and move up to 20 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This individual will occasionally be exposed to outdoor weather conditions.

The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences.

The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine.

Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short / long term disability and pet insurance.

We offer flexible spending accounts including healthcare reimbursement and child / dependent care account. We offer a work life balance with competitive time off package including paid holiday’s, sick / flex days, personal days and vacation days.

We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.

Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.