Executive Administrative Assistant

The Ohio State University • Columbus, OH

1d • $55,700 - $72,700 • Hybrid

About The Position

The Executive Administrative Assistant provides a broad range of administrative and clerical support functions for the Dean and Chief Administrative Officer of the John Glenn College of Public Affairs managing day-to-day fluctuations in order to meet competing deadlines and demands; assists in scheduling, proactive calendaring, and travel and purchase requests; acts as a representative of the College to greet guests, alumni, students, faculty and staff visitors to the Dean’s office; maintains discretion when organizing confidential information and communicating it to select individuals; attends meetings when necessary and maintains records of various documents; composes correspondence, enters data, creates and manages surveys, aids with process improvement, and generates reports upon request; acts in accordance with University and College policies and procedures; provides a professional and warm introduction to the College and fosters relationships with a variety of stakeholders through prompt and friendly responses to inquiries and ongoing communication; serves as the primary point of contact for the Dean with the Board of Distinguished Visitors, university officials, government, nonprofit, corporate, and community supporters and entities; performs other duties as assigned. Evening and weekend work as well as travel may be required at times.

Requirements

• Bachelor's degree or equivalent experience.
• 2 years of relevant experience required in higher education.
• Experience planning and executing leadership and college culture events, faculty and staff meetings, communicating with internal and external stakeholders, managing complex and dynamic calendars for multiple academic executives concurrently.

Nice To Haves

• 2-4 years of relevant experience preferred.
• Advanced degree preferred.
• Experience supporting higher education executives and collaborating across university units, and business continuity planning.

Responsibilities

• Proactively manages complex and dynamic calendars; Plans, manages, and coordinates calendars adjusting priorities based on leadership needs and institutional timelines; Ensures timely communication and reminders related to scheduling and meeting prep; Serves as the primary point of contact for the Dean with internal and external stakeholders
• Coordinates room bookings, event logistics, and technology needs for meetings and small-scale events, including facilitating virtual meeting technology for remote attendees; Provides support to the Dean for speaking engagements and special events in coordination with the college's Events, IT, Communications, and Administrative teams
• Accompanies the Dean to select college related meetings and events and keeps the Dean informed of pertinent events and information
• Provides organizational, planning, and implementation support for college meetings that are led by the Dean or CAO including (but not limited to) Unit Heads (senior leadership) meetings, Deans meetings, and college wide meetings such as faculty-staff meetings; For meetings with the Board of Distinguished Visitors, assists with meeting preparation and facilitation, prepares agenda and supporting documents with the Dean and Glenn College administrative team, composes and distributes communications to Board members and College affiliates, secures and prepares meeting space and meal accommodations, creates meeting minutes; Coordinates and implements travel arrangements with detailed itineraries for Board members when necessary
• Serves as the Dean's liaison with the Glenn College's faculty, staff, students and university offices (Office of the President, Office of Academic Affairs, University Communications, Government Affairs, Commencement and Special Events, Congressional Archives etc.).
• Coordinates and manages travel arrangements with detailed itineraries (spend authorizations, bookings, reservations, and expense reports); Coordinates goods and services procurement, spends, processes, and tracks expenses in accordance with university policies
• Maintains college email distribution lists, MS Teams access, and K drive folders common folders, keeping them updated and performing and communicating regular audit results
• Maintains keys for the Dean's suite, supply closet, and distinguished visitor’s office; serves as back up for Lenel building, suite, and elevator access and brass key access
• Works with college Admin/Ops team on Business Continuity Planning to coordinate plan reviews, updates, and dean review/approval steps; Attends BCP meetings and relays information to the CAO and Dean as needed
• Coordinates or directs work of Office of the Dean student employees
• Provides periodic support and communications for college announcements, info requests, IT ticket entry
• Monitors shared kitchen spaces in Page Hall
• Completes special projects as assigned by the Dean
• Assists the Dean and college leadership with faculty and staff development and culture cultivation; Helps support and implement strategic training/educational programming aligning with strategic goals for faculty and staff to include annual faculty retreat, annual faculty-staff retreat, leadership retreats, and various other knowledge or culture building events
• Supports college rewards and recognition activities (e.g. the John Glenn Professional Excellence Award) working with the college human resources consultant and events personnel to support announcements and other communications, planning, and implementing rewards and recognition initiatives
• Monitors college training completions – downloads reports, coordinates reminders, conducts completion analysis, works with supervisors and college leaders to increase completion rates

Benefits

• The full range of health, retirement, tuition, vacation benefits offered at Ohio State are available to this position.
• medical, dental and vision insurance
• tuition assistance for employees and their dependents
• state or alternative retirement options with competitive employer contributions

What This Job Offers

• Job Type: Full-time
• Career Level: Executive