Executive Assistant II

Drexel•Philadelphia, PA

2d•Onsite

About The Position

The Executive Assistant II provides high-level administrative support to the Vice President & Chief Information Officer as well as the CIO’s senior leadership team, including multiple Associate Vice Presidents in the Office of Information Technology (IT). This role performs a variety of administrative duties with latitude for exercising discretion, judgment, and confidentiality. The Executive Assistant II coordinates meetings, travel, and activities for one or more executives, ensures the maintenance of office files in compliance with University retention policies, records timekeeping, and processes invoices for outside consultants and vendors.

Requirements

Minimum of a HS Diploma or GED
Minimum of 10 years of relevant administrative experience
2 years of post-secondary education and 10 years of relevant administrative experience.
Proficiency in Microsoft Office Suite and database management software.
Strong written and verbal communication skills.
Excellent interpersonal skills with ability to communicate effectively at every level from student through Board of Trustees.
Strong customer service orientation.
Strong organizational and planning skills.
Ability to analyze and solve problems.
Ability to be collaborative, adaptable, and a team player.
Ability to make sound judgment and have decision-making skills.
Ability to maintain confidentiality and sense of integrity.
Strong attention to detail and accuracy.

Nice To Haves

Bachelors’ Degree plus 8 years of relevant administrative experience.
Higher Education experience preferred.

Responsibilities

Provide direct administrative support to one or more executives.
Oversee day-to-day office operations, including equipment maintenance, supply inventory, etc.
Prepare correspondence, reports, and presentations as needed or requested.
Liaise with internal departments and outside vendors to ensure all systems and equipment are properly maintained and in working order. Troubleshoot issues and follow through to conclusion.
Coordinate all aspects of meeting setup including facilities, catering, A/V, agenda, minutes, etc.
Attend meetings and record minutes as requested.
Monitor, reconcile, and process invoices, timesheets, purchase requests, and monthly Pcard statements.
Triage phone calls, emails, and visitors and handle autonomously or re-direct when appropriate.
Use independent judgment to elevate matters needing priority attention.
Maintain executive’s calendar(s), schedule meetings as requested; continuously review for conflicts and prioritize meeting and room scheduling as needed.
Participate in administrative shared services model for Division of Finance and Administration via participation in educational sessions, cross-training, idea sharing, and providing backup to other areas as need or requested.
Other duties as necessary and assigned.