Executive Assistant - Office of Outreach & Engagement

University of Colorado•Denver, CO

6d•Hybrid

About The Position

The System Administration office at the University of Colorado is dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose. By joining our team, you’ll have a direct impact on shaping the future of higher education. The University of Colorado’s system administration includes 19 units that provide essential services to CU’s campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities. We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. The Office of Outreach & Engagement leads outreach and engagement on behalf of the president’s office and the Board of Regents with key audiences across the state. The office supports the university’s strategic priorities that include partnerships; community connections; programs that meet community needs; enrollment that reflects the diversity of Colorado; research collaborations with the campuses; experiential and employment opportunities for students/new alumni; and local level advocacy for CU’s public policy priorities. The Executive Assistant - Office of Outreach & Engagement is responsible for providing administrative and clerical support for the Office of Engagement, primarily for the Assistant Vice President of Engagement, and including other team members. The position serves as the office manager and is charged with establishing and maintaining positive working relationships with internal and external constituencies. The Executive Assistant serves as the interface with other System Administration offices and campuses in order to manage multiple, complex, time-sensitive and subject-sensitive projects and tasks. This position often acts as a first point of contact and must appropriately assess and route inquiries from varying campuses, departments, and external stakeholders. The Executive Assistant is also responsible for occasional event support and activities outside regular business hours. This position reports to the Vice President of Outreach & Engagement and is exempt from the State of Colorado Classification system.

Requirements

Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional or military experience may be substituted for the educational requirement on a year-for-year basis)
Four (4) years’ professional experience providing administrative support to a department and a director or executive, which also includes: Scheduling and coordinating meetings, travel, conferences, or other related events on behalf of a director or executive
Preparing complex and/or confidential reports, correspondence, presentations, and/or related materials
Position will be required to work after hours and/or on-call, as needed
In-state travel as required
Knowledge of executive level support best practices
Knowledge of office management principles and best practices
Knowledge of basic artificial intelligence (AI) skills, including understanding of how it works, how to write effective AI prompts, and how to utilize AI safely and responsibly
Ability to learn different types of software for CRM usage and basic website maintenance
Ability to establish and maintain positive working relationships
Strong collaboration skills, including the ability to work with others from different areas, ages, cultures and backgrounds to reach a common goal
Strong organizational skills, including the ability to set priorities and meet multiple goals and deadlines
Excellent verbal and written communications skills, including proficient grammar, punctuation and formatting skills
Excellent listening skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results
Ability to manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
Ability to prioritize work and stay on task when completing special projects and daily assignments
Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
Ability to self-start and take initiative in completing daily tasks and special projects
Ability to focus on activities that have the greatest impact on meeting work commitments
Ability to exercise sound judgment regarding confidential and sensitive information
Advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint, etc.)

Nice To Haves

Six (6) years’ professional experience providing administrative support, as indicated above
Prior work experience at the university, including knowledge of the business, organizational structure, and functions of the University of Colorado
Demonstrated experience using the university’s expense reporting system
Experience working with Concur

Responsibilities

Coordinating and managing assignments from the VPOE
Maintaining the VPOE’s calendar and scheduling appointments and meetings
Managing the VPOE’s travel schedule and coordination through Concur
Providing administrative support for meetings, which may include: Preparing meeting agendas, Scheduling appropriate meeting space and communication equipment, Ordering catering when necessary, Completing meeting notes, Ensuring appropriate communications and follow up
Preparing monthly expense reports for purposes of reimbursement to the VPOE
Assisting with other duties as assigned
Assisting the VPOE in tracking the annual team budget
Facilitating and processing office purchases and other financial transactions in accordance with established procedures and required authorizations
Managing the office’s administrative operations, which includes: Maintaining professional memberships, Keeping online subscriptions current, Managing external inquiries on a case-by-case basis, Managing the office’s human resources coordination, Aiding in the tracking of engagement work within a customer relations management (CRM) platform, Aiding in the tracking and ordering of university collateral and promotional items
Creating and disseminating data, documents, calendars, correspondence, and other information as needed to the office’s internal and external constituencies on behalf of the VPOE and team
Producing varying documents, including correspondence, reports, presentations, and spreadsheets utilizing Microsoft Office suite and Adobe
Assisting with other duties, including special projects/tasks, as assigned
Supporting the VPOE and team to execute statewide outreach tours including: Assisting with tour itineraries and materials, Assisting with preparation of university collateral and promotional items that will be distributed, Assisting with site selection of community events and making venue reservations, Producing community event promotional materials, Completing travel logistics (e.g., rental car and airplane reservations, hotel reservations, meal reservations, etc.), Submitting invoices for payment from vendors on the tours, Assisting on updates to the team’s website
Coordinating meetings with internal CU stakeholders, including from campuses
Assisting the VPOE in identifying and facilitating on-campus visits with campus leadership, faculty and staff to broaden understanding of university programs

Benefits

No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.
Disability, Life, Vision Insurance options.
Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.
Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.
Ample sick and vacation leave, along with at least 12 paid holidays.
A dedicated week off for winter break.
6 weeks of parental leave to adjust to the joys of parenthood.
A tuition benefit program for you and/or your dependents.
Free RTD EcoPass and free onsite parking at our 1800 Grant Street Office.
Many additional perks & programs with the CU Advantage.