Executive Assistant, E3

Western Governors University • Salt Lake, UT

3d

About The Position

The Executive Assistant, E3, reports to executive leaders at the Vice President level and is critical in supporting senior leadership administrative functions over large departments or functional areas. This position requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of tasks with discretion and professionalism. The Executive Assistant serves as the primary point of contact for internal and external stakeholders and must exercise a high level of confidentiality and diplomacy as a representative of the university.
Summary
The Executive Assistant, E3, reports to executive leaders at the Vice President level and is critical in supporting senior leadership administrative functions over large departments or functional areas. This position requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of tasks with discretion and professionalism. The Executive Assistant serves as the primary point of contact for internal and external stakeholders and must exercise a high level of confidentiality and diplomacy as a representative of the university.

Requirements

• Experience in working with analytics to analyze data and identify trends.
• Ability to work with confidential information and to apply maturity and discretion in daily operational role.
• Efficient and organized with great attention to detail and follow-through.
• Strong written and verbal communication skills – ability to articulate concepts and ideas effectively with minimal supervision.
• Proficient in the use of Microsoft Office Suite.
• Excellent time management skills, and ability to work flexible hours when needed.
• Ability to prioritize assignments, and work on multiple deadline-driven priorities
• Associate's Degree
• 4 years of related experience
• Equivalent relevant experience performing the essential functions of this job may substitute for education degree requirements.
• Generally, equivalent relevant experience is defined as 1 year of experience for 1 year of education and is the discretion of the hiring manager.

Responsibilities

• Serves as a liaison between senior leadership and internal/external audiences and represents the university.
• Coordinates and facilitates communication between senior leadership and various stakeholders, including university leadership, faculty, staff, students, and external stakeholders.
• Manages senior leadership calendar, including scheduling appointments, meetings, and travel arrangements.
• Anticipates and prepares materials required for meetings, ensuring senior leader is well-prepared for engagements.
• Arranges domestic and international travel for the administrator, including flights, accommodations, and itineraries.
• Prepares travel expense reports and ensures compliance with university policies.
• Plans, organizes, and coordinates meetings, conferences, and special events.
• Prepares agendas, takes meeting minutes, and follows up on action items as needed.
• Establishes and maintains reporting and tracking of deliverables and action items.
• Organizes and maintains electronic and physical file systems, ensuring efficient document retrieval.
• Manages confidential and sensitive information with discretion.
• Handles incoming and outgoing communications, emails, and phone calls on behalf of senior leadership.
• Drafts and edits correspondence, reports, presentations, speeches, and other specialized communications with a high degree of accuracy and professionalism.
• Oversees daily office operations, including managing supplies, coordinating office equipment maintenance, and handling administrative requests.
• Assists in monitoring and managing budgets related to the senior leader’s office.
• Processes and tracks financial transactions and expenses.
• Creates and submits expense reports for corporate credit card and senior leadership expenses.
• Assists with special projects and initiatives as assigned by senior leadership.
• Conducts research and compiles data to support decision-making processes.
• Performs other job-related duties as assigned.

Benefits

• eligible for bonuses; medical, dental, vision, telehealth and mental healthcare; health savings account and flexible spending account; basic and voluntary life insurance; disability coverage; accident, critical illness and hospital indemnity supplemental coverages; legal and identity theft coverage; retirement savings plan; wellbeing program; discounted WGU tuition; and flexible paid time off for rest and relaxation with no need for accrual, flexible paid sick time with no need for accrual, 11 paid holidays, and other paid leaves, including up to 12 weeks of parental leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees