Executive Administrative Assistant

Maryland Connect

12d•Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative support to the Vice President for Administration and Finance (VPAF). This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules and sensitive information in a fast-paced university environment. The assistant serves as a key liaison between the VPAF and internal/external stakeholders, ensuring efficient office operations and effective communication.

Requirements

Bachelor's Degree from an accredited college or university is preferred.
Minimum of 3-5 years of executive administrative support experience, preferably in higher education.
Exceptional organizational and time-management skills.
Strong written and verbal communication abilities.
Advanced proficiency in office software (e.g., Microsoft Office Suite, Workday).
Ability to prioritize tasks, work independently, and manage multiple deadlines.
High level of professionalism, integrity, discretion and confidentiality.
Strong interpersonal skills with the ability to interact effectively with diverse stakeholders.
Experience supporting senior executives in a university or public-sector environment.

Responsibilities

Manage and maintain the VPAF's calendar, including scheduling meetings, prioritizing commitments, and resolving conflicts.
Coordinate travel arrangements, itineraries, and expense reporting.
Prepare briefing materials, agendas, presentations, and reports for meetings and events.
Screen calls, emails, and correspondence; respond or route appropriately.
Oversee daily operations of the VPAF office, ensuring efficiency and professionalism.
Develop and maintain filing systems (electronic and physical) for records, reports, and confidential documents.
Enter requisitions for the VPAF, Budget and Controller's Offices.
Process invoices and track expenditures for the VPAF, Budget and Controller's Offices.
Serve as the primary point of contact between the VPAF and university leadership, faculty, staff, USM Office/Board of Regents and external stakeholders.
Draft, edit, and proofread correspondence, memos, and official communications.
Coordinate communications across departments to support administrative and financial initiatives.
Plan and coordinate meetings, including logistics, materials, and follow-up actions.
Record and distribute meeting minutes when required.
Assist in organizing university events, and executive level functions.
Assist with special projects related to finance, budgeting, facilities, and administrative services.
Conduct research, compile data, and prepare summaries or reports.
Track project timelines and ensure deadlines are met.
Handle sensitive and confidential information with the highest level of discretion.
Ensure compliance with university policies, procedures, and applicable regulations.
Other duties as assigned.