Executive Assistant and Operations Manager

University of Oregon•Eugene, OR

1d•Onsite

About The Position

The Division of Undergraduate Education and Student Success (UESS) is committed to ensuring that every undergraduate student at the University of Oregon has the support needed to thrive academically and graduate on time. UESS focuses on student success by providing essential resources and services that promote persistence, enhance academic performance, and guide students along a clear path to timely graduation. Serving the entire undergraduate population, UESS collaborates closely with campus partners to create a supportive and engaging environment that empowers students to reach their full potential. UESS leads, coordinates, and supports university-wide efforts to enhance pathways to timely graduation. Divisional efforts and initiatives are focused on improving four and six-year graduation, first-year retention, and closing equity gaps in retention and graduation. As a key member of the UESS Administration, the Executive Assistant and Operations Manager (EA/OM) reports directly to the Assistant Vice Provost for Strategic Initiatives and Administration (AVPSIA). The EA/OM provides advanced executive support to the Vice Provost for Undergraduate Education and Student Success, leads core divisional administrative and operational functions, and contributes to the coordination and execution of divisional priority initiatives. This position requires a high degree of independence, discretion, and judgment in managing sensitive and confidential matters, as well as strong interpersonal skills. The EA/OM must exhibit professionalism, collegiality in a team environment, and the ability to create a welcoming and professional atmosphere in the office. This person must be culturally competent, with the ability and commitment to work with individuals from diverse backgrounds.

Requirements

Bachelor’s degree from an accredited institution or equivalent combination of skills and experience
Three years of experience providing administrative support that includes scheduling and calendar management
Experience assisting with or managing operations or projects
Ability to provide excellent administrative support with a high level of professionalism and confidentiality
Ability to manage a complex executive calendar and prioritize competing demands, ensuring effective use of executive time
Demonstrated high-level organizational skills with the ability to prioritize and multi-task effectively in a fast-paced, detail-oriented, and time sensitive environment
Excellent communication skills to produce correspondence, documents, reports, and presentation using impeccable grammar and proofreading skills
Ability to recognize situations that warrant initiative and move forward without hesitation; resolving issues, problems, or situations; taking decisive action to facilitate the optimal use of the executive’s time
Ability to manage stressful, and often confidential, situations with tact and diplomacy
Ability to manage projects independently from beginning to end, including identifying pivotal objectives, milestones, and timelines
Commitment to, experience with, and ability to work effectively with people from a variety of diverse backgrounds and cultures in support of a welcoming and inclusive environment
Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program)

Nice To Haves

Prior professional executive assistant experience that includes experience managing a calendar for an executive-level position in a complex organization
Experience managing operations or projects in a complex organization

Responsibilities

Provide advanced executive support to the Vice Provost for Undergraduate Education and Student Success
Lead core divisional administrative and operational functions
Contribute to the coordination and execution of divisional priority initiatives
Manage complex calendar
Prepare meeting materials
Plan events and functions
Coordinate administrative services across the division
Manage day-to-day divisional operations
Support workgroups and initiatives to advance student success goals