Executive Assistant to the Provost

James Madison University•Harrisonburg, VA

1d•$66,000 - $72,000•Onsite

About The Position

The Office of the Provost at James Madison University invites applications for the position of Executive Assistant to the Provost. This position provides comprehensive, executive-level assistance to the Provost and Senior Vice President for Academic Affairs with primary emphasis on increasing the efficiency and effectiveness of the office. The successful candidate will join a dynamic and fast-paced office that provides direction and support to the faculty and staff of Academic Affairs as we work toward the achievement of JMU’s academic mission.

Requirements

demonstrated excellent administrative practices and procedures including calendar scheduling
strong interpersonal skills and customer service experience
excellent verbal and written communication skills
successful experience in interpretation of policies and procedures
proven ability to accurately record meeting notes and minutes
demonstrated ability to organize and plan events
professionalism and adaptability
the ability to organize, prioritize and multi-task
demonstrated typing and data entry skills and computer knowledge in a Windows-based environment and proficiency using Microsoft Office
the ability to work independently and as part of a team
exceptional attention to detail and accuracy
the ability to manage confidential and sensitive information

Nice To Haves

experience preparing presentations and speeches preferred

Responsibilities

Provide comprehensive administrative and organizational support to the Provost that includes managing intricate meeting scheduling; organizing complex travel arrangements and reimbursements; shepherding the annual Promotion and Tenure process; supporting the recruitment processes for direct reports to the Provost; and facilitating committee and task force work through correspondence, website maintenance, and report collection.
Assist with a wide range of divisional correspondence and strategic communications.
Exercise independent judgment to address shifts in priorities and crisis situations.
Ensure deadlines and priorities are met.
Compose, edit, and refine documents.
Keep the Provost informed and updated regarding concerns, issues, and problems within the division.
Respond to inquiries from state, federal, and national offices.
Mediate concerns from parents, students, faculty, and staff.
Manage internal and external inquiries with professionalism and discretion.
Coordinate responses across units to resolve complex concerns, aligning communications with university and division policies and priorities.
Serve as the recording secretary for the Board of Visitors' Academic Excellence Committee.
Develop and distribute materials for the committee prior to the Visitors arrival on campus in cooperation with the Office of the President; interact with the Visitors and other high-level managers during the meetings.
Gather and distribute support materials prior to division meetings involving the Provost.
Attend high-level meetings as required by the Provost.
Engage with academic leaders in preparation for and during the meetings.
Record meeting notes and minutes as necessary.
Manage and track division projects and assignments to ensure deadlines and priorities are met.
Supervise and support the planning and coordination of major special events, including complex and diverse functions such as dinners with state officials and faculty/staff award ceremonies for the division.
Support the development of talking points including specific recognitions from the Provost.
Supervise the Events and Communications Support Specialist position.
Oversee and support travel arrangements for the Provost.