Executive Administrative Assistant

Organization

Coordinates, directs and manages the office of a top university executive.

1. Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders.
2. Maintains appointment/meeting schedule and calendar.
3. Makes travel arrangements, screens all in-coming telephone calls, and sorts and prioritizes mail.
4. Drafts routine responses to correspondence as needed.
5. Functionally supervises projects in the office of the executive.
6. Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.
7. May supervise secretarial and clerical staff in the office.
8. Performs other job-related duties as assigned.

EEO/AA
Description
Bachelors and 5 years experience

Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Requires a minimum of five (5) years of directly job-related experience.

Additional Job Posting Information

Department willing to accept education in lieu of experience.

Department willing to accept experience in lieu of education. Executive Admin. Asst. – VC/VP AdvancementThese are considered the addendum duties specific to an EA in the VP Office: 1.       Coordinates and manages the daily schedule of the VP, Advancement and Alumni, including maintaining appt meeting schedule and calendar2.       Prepares draft version of daily meeting notes for review, sending to development associate and chief of staff for finalization and sending to VP Advancement and Alumni each morning.3.       Manages meeting setup and takes minutes as required; organizes consultant visits, travel and itinerary. Works closely with financial analyst to complete documentation for travel4.       Maintain inventory for Schlumberger office supplies, orders supplies for both locations, works with finance office to reconcile expense reports5.       Maintains tracking documents for VP Golf Cart tours, including participants, students, keys, inspections, photos of cart and handouts in partnership with development associate6.       Supports projects for Development Associate, Chief of Staff, and VP, including providing organizational support for division events, consultant visits.7.       Screens all phone calls, sorts mail, and drafts routine inquiries to emails.8.       Serves as liaison for the VP Office and works in partnership with the other administrative staff of the Division of Advancement and Alumni
Organization: S0018 VC/VP, University Advancement
Employee Status: Regular/Benefits
Job Posting: Jan 29, 2024, 9:35:07 PM