Executive Assistant - Office of Outreach & Engagement

University of Colorado•Denver, CO

7d•$70,000 - $75,000•Hybrid

About The Position

The Office of Outreach & Engagement, created in 2019 within the Department of Government Relations, Outreach & Engagement, leads outreach and engagement efforts 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, including partnerships, community connections, programs that meet community needs, enrollment reflecting Colorado's diversity, research collaborations, experiential and employment opportunities for students/new alumni, and local advocacy for CU’s public policy priorities. The Executive Assistant - Office of Outreach & Engagement provides administrative and clerical support for the Office of Engagement, primarily for the Assistant Vice President of Engagement, and other team members. This role serves as the office manager, responsible for establishing and maintaining positive working relationships with internal and external constituencies. The Executive Assistant acts as an interface with other System Administration offices and campuses to manage multiple, complex, time-sensitive, and subject-sensitive projects and tasks. This position often serves as the first point of contact and must appropriately assess and route inquiries from various 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
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

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
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.)

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, completing meeting notes, and 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, managing the office’s human resources coordination, aiding in the tracking of engagement work within a customer relations management (CRM) platform, and 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, preparation of university collateral and promotional items, site selection of community events and making venue reservations, producing community event promotional materials, completing travel logistics, submitting invoices for payment from vendors on the tours, and 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%25 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
At least 12 paid holidays
A dedicated week off for winter break
6 weeks of parental leave
A tuition benefit program for you and/or your dependents
Free RTD EcoPass
Free onsite parking at our 1800 Grant Street Office
Many additional perks & programs with the CU Advantage
Additional taxable fringe benefits may be available