Executive Assistant for the Vice Presidents of Campus Operations & Finance and Univ Planning (1005)

Idaho State University

4d•$60,000 - $65,000•Onsite

About The Position

The Offices of the Vice President for Campus Operations and Vice President for Finance and University Planning are seeking an experienced professional for delivering high quality executive support. The Executive Assistant will thrive with the opportunity to work at a fast pace, multi-task, and exercise autonomy in problem solving and project coordination. As an integral part of the Office team, the Executive Assistant has direct responsibility for carrying out the administrative management and technical duties of the Office. The incumbent is responsible for a wide range of complex and confidential administrative and operational functions. These responsibilities include executive office management; high-volume communication and interaction with executive leadership, necessitating exposure to, and having the authority to handle, sensitive information. The position carries substantial responsibility and requires a broad range of skills and the ability to exercise considerable judgment and discretion, initiative, and independence. This position interacts frequently with University administration, state/ local officials, community business and industry partners, and with other senior-level university officials and their constituents, requiring precise and timely action and communication. The primary focus of this position is to ensure that complex and sensitive administrative and management needs of the Office are managed and that schedules, meetings, preparation materials, projects, travel, and all administrative activities for the Vice Presidents occur seamlessly This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Requirements

Bachelor’s degree from an accredited university in a relevant field. In place of a bachelor’s degree, a minimum of six (6) years combined training, education, and experience may be considered.
At least five (5) years of paid work experience providing administrative support.
Demonstrated ability to organize, plan, and manage complex logistics.
Demonstrated interpersonal skills, along with a proven ability to to work independently and under pressure, maintaining highly professional demeanor.
Strong Information Technology and computer skills, including extensive knowledge of Microsoft Office, Google Suite and the ability to learn new programs and software.
Excellent communication skills, both written and verbal are essential.

Nice To Haves

Preference may be shown to candidates who have experience performing the related duties and responsibilities in supporting an executive in an institution of higher education, or similarly complex organization.

Responsibilities

Manage high-volume executive scheduling; intake, prioritize, coordinate meetings, appointments.
Anticipate time required for executive review, tasks, projects; allocate appropriate work time.
Balance internal priorities with external demands from city leaders, industry partners, state agencies, the Idaho State Board of Education.
Maintain awareness of key internal, external stakeholders aligned with Office priorities.
Coordinate travel arrangements, logistics, including airline reservations, accommodations.
Ensure executives remain on schedule by managing meeting timing, transitions, deadlines.
Coordinate logistics for meetings, events involving leadership, government officials, community partners, faculty, staff, students.
Coordinate meeting agendas, materials by requesting agenda items, gathering background information, assembling briefing documents.
Track follow-up actions, ensure participants are prepared for meeting objectives.
Prepare briefings, talking points, presentations, project updates, executive summaries.
Provide coordination for new, ongoing projects, initiatives.
Assist with project planning, tracking tools, meeting coordination, communications, reporting.
Maintain project documentation, timelines, action tracking.
Process travel authorizations, expense reimbursements in compliance with state, university policies.
Coordinate office, meeting, event logistics including catering, travel, registrations, meeting space arrangements.
Receive, triage concerns directed to the Office, route issues appropriately.
Respond to inquiries or refer individuals to appropriate departments based on knowledge of university procedures.
Provide general office support including organization of files, records, meeting documentation.
May supervise temporary, student employees.
Draft, finalize memos, letters, reports, speeches, other communications for the Vice Presidents.
Receive, sort, distribute incoming mail.
Prepare draft responses to email, written correspondence.
Assist with confidential communications including State Board reports, personnel matters, correspondence with elected officials, partner institutions.
Maintain Office website content, contact information.
Coordinate mass communications, web updates with ISU Marketing, Communications.
Manage records, files, reports.
Coordinate payments to vendors.
Lead or support special initiatives, projects at leadership request.
Maintain discretion, confidentiality with sensitive information.
Perform other duties as assigned.