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• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000 - $85,000

Position Summary

Reporting to the Associate Provost for Academic Initiatives, the Executive Assistant will work as a team member dedicated to supporting the operational and administrative work of leadership in the Office of the Senior Vice Provost (OSVP) overall and in the achievement of its priorities for the International Students and Scholars Office (ISSO). The Executive Assistant will provide exceptional administrative support to the Senior Vice Provost and, in coordination with the Administrative Manager in the Office of the Senior Vice Provost, support the overall administrative functioning of the unit.

The incumbent is highly organized, discreet, able to multi-task, supremely detail-oriented and dedicated to customer service, and exercises sound judgment in all tasks.

Responsibilities

• Provides dedicated executive support to the Senior Vice Provost (SVP) with utmost confidentiality, discretion, professionalism, responsiveness, and attention to detail. The Executive Assistant supports the SVP's complex and frequently shifting calendar, arranges travel, anticipates logistical and functional needs of the Senior Vice Provost on a daily and hourly basis, and is comfortable completing responsibilities outside of standard office hours as the Senior Vice Provost's needs require.
• Interfaces with senior administrators of the University on a consistent basis. Builds productive relationships with key stakeholders and their staff and represents the Office of the Senior Vice Provost and reporting units while working directly with partner offices around the University.
• Under the direction of the Associate Provost for Academic Initiatives, ensures the SVP's administrative and operational goals for ISSO are being met on schedule.
• Provides scheduling support to the Associate Provost for Academic Initiatives.
• Working in coordination with the Administrative Manager in the Office of the Senior Vice Provost (OSVP), manages reception for the OSVP, including greeting guests, offering refreshments and providing information to office visitors. Ensures that the Senior Vice Provost's meetings run on time and helps to keep them on schedule.
• Receives and prioritizes work given by the leadership of the OSVP with the highest level of customer service. Provides information and updates regarding the status of work and projects as needed and required.
• Ensures the Senior Vice Provost is prepared for meetings and events by providing, gathering, or creating agendas, meeting materials, and other briefing documents in advance of meetings. Establish priorities and keeps these priorities in mind at all times in executing the work.
• Works closely with the Associate Provost and Senior Vice Provost to facilitate effective management of ISSO - fields requests for and arranges meetings of Office of the Senior Vice Provost staff with ISSO leaders, follows up on deliverables and tracks progress against ISSO's goals, and works to support smooth collaboration between the two offices.
• Partners with the Administrative Manager, coordinates and schedules meetings, conferences, and seminars on behalf of and between ISSO and OSVP leadership, both on and off-site.
• Partnering with the Administrative Manager, provides technical and logistical guidance to participants of OSVP meetings, including senior University administrators, faculty, and relevant stakeholders.
• Completes and processes expense reports for the Senior Vice Provost and Associate Provost..
• Drafts communications, talking points, presentations, and updates as required.
• Performs other related work as directed or required.

Minimum Qualifications

• Bachelor's degree and or equivalent required. A minimum three years relevant experience.
• Two to four years of executive support or relative related experience.
• Demonstrated ability to use excellent judgment in confidential situations.
• Fulfil responsibilities outside of regular office hours and on weekends as needed.
• Superior verbal and written communication skills required, including an understanding of the high level of polish required at all times in a formal working environment.
• Strong computer skills are required, including proficiency in Gmail, Word, Excel, and PowerPoint.
• Must be able to work with a sense of urgency, juggle competing tasks effectively, and have a drive for results.
• Strong organizational skills required.
• Confidentiality and discretion are required.
• Tact and good judgment in confidential situations, a calm, welcoming demeanor, and the ability to maintain a sense of humor in a fast-paced environment while getting work done are essential.

Preferred Qualifications

• Prior experience supporting an executive level office or position in a higher education setting strongly preferred.