Executive Assistant to the Provost/Vice President Academic Affairs - Confidential Clerical

Grand Valley State University • Allendale Charter Township, MI

4d • $37

About The Position

The Executive Assistant to the Provost provides high-level administrative and operational support to the Provost and Executive Vice President for Academic Affairs. This position is responsible for managing the Provost’s daily operations, coordinating executive-level activities, and ensuring the effective implementation of Academic Affairs priorities. Working closely with the Assistant/Associate Vice Presidents and other members of the Provost’s Cabinet, the Executive Assistant supports divisional initiatives through detailed coordination, project tracking, communication support, and operational follow-through. This role requires discretion, exceptional organizational and communication skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced executive environment.

Requirements

• High School diploma required.
• Minimum of five years of experience in a position that required high-level administrative and organizational skills.
• Displays enthusiasm, optimism and a strong work ethic.
• Understands the need for confidentiality.
• Exhibits a professional demeanor.
• Demonstrated project management skills.
• Demonstrated experience with handling multiple demands through strong organizational skills, attention to detail, and the ability to prioritize workload.
• Demonstrated experience working effectively as a team member coupled with the ability to work independently.
• Demonstrated ability to think strategically and problem-solve proactively.
• Demonstrated digital skills, including the ability to develop and maintain computer databases and use project management tools.
• Demonstrated experience in using Microsoft Office applications (including Outlook, Excel, Word, PowerPoint, and Teams), as well as Adobe Acrobat Professional and Workday.
• Demonstrated excellent interpersonal skills, including a flexible mindset and the ability to maintain positive intercultural and interpersonal relationships.
• Demonstrated experience in successfully providing high-quality customer service.
• Demonstrated experience in successfully maintaining high-level work performance.
• Evidence of strong executive assistant skills, including excellent verbal and written communication skills.
• Must have the physical stamina to work long hours and/or more than 5 days per week.

Nice To Haves

• Bachelor’s degree or equivalent experience.
• Prior experience supporting senior executive administrator.
• Prior experience working in higher education, particularly Academic Affairs.
• Prior Grand Valley State University experience.

Responsibilities

• Independently manage the Provost’s daily administrative operations using sound judgment and professionalism and anticipating emerging needs.
• Manage the Provost’s complex and dynamic calendar, including arranging meetings with senior leaders, faculty governance, external partners, and community stakeholders.
• Prioritize scheduling requests in alignment with divisional priorities and time-sensitive matters.
• Coordinate meeting logistics including space reservations, technology, catering, and materials preparation.
• Prepare agendas and ensure supporting documentation is organized and accessible to all attendees.
• Manage and monitor expense tracking for the Provost, including reviewing and reconciling P-card, expense reports, and mileage reports.
• In collaboration with the Assistant Vice President for Administrative Operations and Academic Communications, provide project management and implementation support for Academic Affairs initiatives, annual action plans, and divisional administrative processes.
• Develop, maintain, and update project tracking tools, timelines, and follow-up systems to support execution of divisional priorities.
• Coordinate with colleges and divisional units to collect information and ensure timely progress on strategic Academic Affairs initiatives.
• In collaboration with the Assistant Vice President for Administrative Operations and Academic Communications, develop and manage the timeline for preparing the Provost’s communications, messages, and speeches.
• Draft, edit, format, and distribute correspondence, presentations, and meeting materials on behalf of the Provost.
• Prepare background materials and briefing documents for the Provost’s internal and external engagements.
• Coordinate preparation of materials for Provost’s Cabinet and Board of Trustees meetings.
• Monitor action items and ensure timely follow-up.
• Show professionalism and care in responding to and monitoring questions and concerns from faculty, staff, students, and external stakeholders.
• Provide collaborative leadership among the Executive Assistants in the Office of the Provost.
• Perform other duties as assigned.
• Hire, train, schedule and coordinate the work of student employees.

Benefits

• Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED