Executive Assistant

About the Opportunity

Summary :

The Executive Assistant will serve as the primary point of contact for all essential matters pertaining to the Vice Chancellor Student Life (VC) and act as a liaison with senior leaders, external partners, and other stakeholders.

This position supports the operational function of a busy and high-profile office, involving a comprehensive range of administrative duties to ensure overall efficiency of daily operations in the Vice Chancellor's office and unit.

This includes, but is not limited to, managing calendars and travel arrangements for the VC and senior staff, actively coordinating across a variety of platforms, analyzing material to compose summaries, reports, presentations, etc.

overseeing administrative projects as part of the Student Life team, and handling the financial tracking and reporting of the VC’s budgets.

This position requires a professional manner in all communications (telephone, e-mail, written correspondence) and in-person contact, as the Executive Assistant will communicate on substantive matters with internal and external constituents, including senior university administrators, faculty, staff, students, and parents.

Qualifications :

Bachelor's degree and 5 years of administrative experience required. Must be detail-oriented, able to perform a variety of tasks, able to work with confidential information and prioritize tasks and demands.

Have 1-3 years of experience working with professional presentations and reports, including fiscal and research related materials.

Must be able to work and make decisions independently, to exercise discretion and good judgment in areas of responsibility.

Must be able to communicate professionally and effectively with people at all levels of the organization as well as with external constituents.

Proficiency in Microsoft Office Suite especially Excel, Word, PowerPoint and Outlook, Teams and high level of comfort working with technology are musts.

This office is extremely busy and requires an individual with proven experiences in handling confidential materials, multi-tasking, and handling sensitive situations in a calm, thoughtful and professional manner.

Have strong leadership, management, and decision-making skills. Strong proofreading, attention to detail and follow through skills are essential as well as flexibility, a positive attitude and the ability to work efficiently in a busy environment while handling multiple priorities are requirements of this job.

Must be able to manage deadlines, delegate tasks to other administrative coordinators, temporary staff, and student workers, to work independently and to function as a solid team member.

A successful candidate will be comfortable taking initiative, a good leader, but also knows when to ask for help.

Responsibilities Include :

• Provides administrative support for the VC of Student Life and coordinates a high volume of demands for leadership time by prioritizing requests and demonstrates significant independent judgment in identifying and resolving potential conflicts.
• Supervises a Student Life Office managerwho manages the master calendar of events, and who provides administrative support to the student life division senior managers and division initiatives.
• Oversees budget management for the department, including creates financial reports to analyzes overall spending, provides monthly forecasts, and resolves discrepancies.
• Works with the VC of Student Life on special projects and assignments. Advances and monitors project progress, identifies, reviews, tracks, and ensures deadlines are met.

The expected hiring range is $65,360 to $83,335 based on the position's responsibilities and scope.

Position Type

General Administration