Assistant to the President

Utah Tech University•St. George 84770, UT

2d•Onsite

About The Position

Under the direction of the Chief of Staff, the Executive Assistant to the President provides high-level, proactive administrative and strategic support to advance the work of the President and the goals of the university. This role requires sound judgment, discretion, and the ability to manage sensitive information and competing priorities in a fast-paced, dynamic, and highly visible environment. The Executive Assistant oversees daily operations of the President’s Office, coordinates executive communications and scheduling, prepares materials and briefings, supports budget tracking, and serves as a welcoming and professional point of contact for campus guests and stakeholders. This position plays a critical role in ensuring the efficiency, responsiveness, and impact of the university’s executive leadership.

Requirements

Associate's degree required. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
A minimum of four years of executive-level administrative support or office management experience required; experience in higher education or public sector administration preferred.
Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and programs in a fast-paced, high-demand environment.
Proven ability to interact professionally and effectively with faculty, staff, students, and external stakeholders at all levels, while demonstrating discretion, confidentiality, and sound judgment.
Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), internet-based tools, and other office technologies.
Excellent interpersonal and communication skills, with the ability to represent the Office of the President and the university in a courteous, professional, and service-oriented manner.
Strong writing, editing, and grammar skills, with experience preparing polished correspondence and documents.
Experience tracking, reconciling, and monitoring budgets or financial records; familiarity with university fiscal systems or protocols preferred.
Flexibility of schedule due to the dynamic environment of the President’s Office.

Nice To Haves

experience in higher education or public sector administration preferred
familiarity with university fiscal systems or protocols preferred

Responsibilities

Provide proactive, high-level administrative support to the Office of the President, including managing correspondence, calendars, meeting minutes, communications, travel arrangements, and overall office operations. Anticipate needs and ensure smooth coordination of activities in a fast-paced executive environment.
Serve as a professional and welcoming first point of contact for the President’s Office, greeting and assisting visitors, including VIP guests, university stakeholders, and community partners. Ensure all guests experience a respectful and service-oriented environment.
Plan and execute all logistical details for meetings of the Board of Trustees, including scheduling, room reservations, technical setup, hospitality, material preparation, and on-site support.
Draft, prepare, and distribute agendas and supporting materials for University Council, Board of Trustees, and other executive or governance meetings.
Compile, compose, edit, and finalize a wide range of professional documents, including internal and external correspondence, memoranda, reports, presentations, speeches, and formal communications for the Office of the President.
Conduct research and prepare briefing materials, speeches, presentations, and talking points tailored to the President’s needs and audience.
Ensure completeness, accuracy, and alignment of materials prepared for presidential action, including verifying content, format, and coordination with internal and external stakeholders.
Maintain accurate and organized official records and archives, including files related to the Board of Trustees.
Utilize a variety of university programs and platforms (MyUT, Banner, NEOED, Emburse, Novatime, etc.) to assist with the functioning of the Office of the President.
Monitor and track President’s Office budgets and expenditures, including preparing budget reports and journal entries, reconciling transactions, maintaining budget documentation, and ensuring compliance with university financial policies and procedures.
Support telephone and calendar management for the President, including fielding calls, scheduling meetings, managing requests for presidential time, and ensuring optimal scheduling of executive commitments.
Under the direction of the Chief of Staff, assist with managing office staffing, workflow, and priorities, including oversight and task assignment for part-time or student assistants.
Identify and implement efficiencies to enhance office operations and service.
Uphold the highest standards of professionalism, discretion, and confidentiality in all matters pertaining to the President and the President’s Office.
Take on special projects and institutional initiatives as assigned, contributing to cross-campus efforts that advance the university’s mission.
Collaborate effectively with diverse stakeholders to ensure successful outcomes.
Perform additional duties and responsibilities as assigned, demonstrating flexibility and initiative.
Perform other duties as assigned.