Executive Assistant to the Provost & Executive Vice President for Academic Affairs

Cal Poly•San Luis Obispo, CA

66d•$80,000 - $95,000

About The Position

Reporting directly to the special advisor to the provost, the incumbent works in partnership in the coordination of the provost's professional calendar, time management, and projects. The executive assistant is a strategic team member who manages the administrative functions and provides specialized technical, analytical, and administrative duties for the provost and executive vice president while maintaining a high level of executive presence. In conjunction with the Office of the Provost's staff, the executive assistant supports the administrative duties of the office and works closely with staff to coordinate activities that involve the Provost/EVP, university constituents, community leaders, as well as university supporters. In addition, the position provides high-level administrative and executive support for divisional and university level projects, strategic initiatives, taskforces, and committees. This position will have ongoing contact with office of the president, vice presidents, vice provosts, associate provosts, deans, other university administrators and committees, and the Chancellor's Office, in addition to students, faculty, staff, service providers, and the public. Work is specialized and of a sensitive and confidential nature requiring access to a variety of sources of information, including but not limited to, official collective bargaining negotiations or strategies, executive personnel matters, Civil Rights & Compliance Office investigations, legal matters, and progress reports of campus programs and projects. Since the work assignment affects the overall management of the Academic Affairs division, this position requires the full awareness of the provost and executive vice president's priorities and in-depth knowledge of the functions of academic affairs leadership as related to overall campus environment.

Requirements

Equivalent to graduation from a four-year college or university and three years of progressively responsible administrative experience. A graduate degree may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis.
Driver's License by date of hire

Responsibilities

Handling sensitive information
Sourcing information
Preparing and assembling briefing and meeting background materials
Drafting correspondence
Providing project summaries, overviews and recommendations for future plans of action
Interpreting policies and procedures as necessary
Meeting documentation
Travel coordination
Calendar management and scheduling
Manage the coordination of special projects and initiatives including request for proposals, event planning, synthesizing information, and logistics coordination.
Oversee the planning and coordination of provost-sponsored events, including event development, venue selection, and logistical arrangements; invitation and attendee management; coordination of meeting event handouts, gifts, and supplies requirements; technology requirements; food and beverage selection; travel arrangements and logistics for facilitators and attendees; negotiations of venue proposals and expenses; on-site or day-of supervision; and event follow-up.
Provide support for Office of the Provost hosted recruitments and meetings including room reservations, email and calendar invitations, restaurant and hotel reservations, food and beverage orders and meal setup and take-down, and back up support to team members for meeting support as appropriate.
Schedule meetings on behalf of and for the provost/EVP by strategically prioritizing time.
Provide information and materials for the provost/EVP to participate in both planned and impromptu meetings, phone calls, university communications, and events.
Strategize with the special advisor to ensure the provost/EVP's strategic goals are in alignment with the calendar and time management and in support of the provost/EVP's priorities and initiatives.