Executive Administrative Assistant and Office Manager, Office of the Chancellor

University of Denver•Denver, CO

5d•Onsite

About The Position

The University of Denver is a leading private university dedicated to cultivating lives of purpose for its students, creating knowledge for the future, and serving the public good. The Executive Administrative Assistant and Office Manager in the Office of the Chancellor serves as the first point of contact for all individuals who visit or call the Chancellor’s Suite. This role supports the operations and mission of the Office of the Chancellor while consistently representing the office in a professional, welcoming, and service-oriented manner.

Requirements

Ability to thrive in a fast-paced, professional office environment.
Strong initiative and independent problem-solving skills.
Advanced proficiency in internet research and information gathering.
Excellent verbal, written, and telephone communication skills.
Strong computer skills, including proficiency with Microsoft Word, Excel, calendaring systems, and Banner.
Demonstrated ability to handle sensitive information with a high degree of confidentiality.
Strong organizational skills and attention to detail.
Excellent customer service and interpersonal skills.
High school diploma or equivalent.
Intermediate proficiency with Microsoft Office applications.
Valid driver’s license and reliable transportation.

Nice To Haves

Bachelor's degree
Experience working in higher education

Responsibilities

Manage guests and visitors to the Chancellor’s Suite, ensuring a welcoming experience and appropriate hospitality.
Serve as an ambassador for the Chancellor’s Office with guests, students, faculty, staff, alumni, and community members.
Serve as the primary backup for the Executive Assistant to the Chancellor by managing the Chancellor’s calendar and scheduling needs during periods of absence, exercising sound judgment and discretion.
Provide calendar management and administrative support to the Chief of Staff, including agenda preparation, logistical coordination, expense reporting, and special projects as assigned.
Deliver exceptional customer service to visitors and callers by actively listening, resolving issues, and connecting individuals with appropriate resources.
Coordinate space reservations, meetings, correspondence, and other administrative activities.
Manage office mail and ensure timely routing of paper and electronic communications.
Create and maintain electronic filing systems and records, including correspondence from students, parents, alumni, and community members.
Proofread, prepare, and distribute correspondence and other materials, ensuring accuracy, consistency, and professionalism.
Process and coordinate accounts payable and human resources documentation, basic iBanner data entry, P-card administration and expense reports, and budget monitoring.
Coordinate meeting logistics, including scheduling appointments, reserving catering, and confirming arrangements.
Oversee scheduling and support for events held in the Centennial Conference Room, Mary Reed Conference Room, Renaissance Room, and DuPont Room.
Coordinate secure access to the Chancellor’s Office suite.
Serve as the primary liaison to Facilities Management & Planning regarding routine maintenance and operational needs.
Support event planning efforts and coordinate small-scale office events.
Partner with the Director of University Protocol on larger events, including Board of Trustees meetings, Commencement activities, and other university events.
Manage office supply inventory and purchase supplies as needed, including occasional off-campus procurement.
Support other members of the Chancellor’s Office as needed and as assigned.
Develop and maintain positive working relationships with regularly used external vendors.
Handle occasional on-campus and off-campus errands for Office of the Chancellor business.