Executive Assistant to the Executive Director

Performs advanced, diversified, and confidential administrative activities for the executive. Works independently and sets priorities to manage critical and ongoing office functions.

• Directs and oversees projects or initiatives in the division and exercises discretion and judgment. Reflects, articulates, and promotes the mission, vision, and identity of the University.
• Provides project management oversight of projects, including reviewing progress reports and monitoring expenditures and progress relative to predefined milestones and timelines.
• Manages projects and activities. Serves as principal point of contact and advisor to the executive director. Independently coordinates projects. Initiates and exercises discretion and judgment to handle issues that are referred to the executive director.
• Manages, prepares and monitors budget and related activities including but not limited to reconciliation, resolution of discrepancies and payroll reporting. Makes budget recommendations.
• Serves as a liaison and interfaces with multiple departments and outside agencies and constituents. Ensures that appropriate reports and budgetary information are provided.
• Completes multiple, diverse assignments. Coordinates the collection of data and information; proactively produces and edits letters, memos, speeches, presentations and other miscellaneous documents. Independently initiates drafts and issues various correspondence on behalf of the executive director.

Minimum qualifications based upon job documentation and industry best practices. Any current employees not meeting these qualifications will be grandfathered until they move to a different job.

• Bachelor's degree in related field from an accredited institution, or equivalent combination of education and experience.

• Five years' relevant experience.
• Ability to provide executive-level administrative support including managing executive's schedule and travel arrangements, drafting correspondence, attending meetings, and independently preparing high level reports and documents.
• Advanced office software skills, including proficiency in maintaining departmental-level databases and using and querying enterprise resource planning systems.
• Able to develop content for webpages; capable of monitoring budgets, including grant and gift funding, and resolving problems.
• Experience providing guidance to students or other employees

Office or other indoor work with minimal physical demands such as occasionally lifting/moving materials less than 25 pounds.

Work is generally performed in a well lit, temperature-controlled indoor environment with occasional exposure to the outdoors and/or any number of elements.

Revised: 2023-12-04