Executive Assistant to the Vice President of UA&M
About The Position
The highly motivated Executive Assistant will provide advanced, high-level administrative support to the Vice President of University Advancement and Marketing. This role demands outstanding communication skills, both verbal and written, and the ability to handle highly confidential information with integrity and discretion. The successful candidate will manage the Vice President’s schedule; coordinate extensive travel logistics; provide executive and tactical support for capital campaigns; manage logistics for high-profile donor meetings and asks, foundation board meetings and events, and alumni events; and coordinate communication across the division. The assistant must be available to the team during and outside standard business hours when necessary, and possess an outstanding work ethic, sound judgment, and trustworthiness. Daily activities include regular interaction with the President's cabinet, deans, associate vice presidents, fellow executive assistants, Ferris Foundation Board members, major donors, alumni, and community leaders. The selected candidate for this position must be authorized to work in the United States at the time of hire without employer assistance or sponsorship now or in the future. The university will not assist with any F-1 EADs, OPT, H-1 B, etc.
Requirements
- Experience working within a higher education institution, non-profit organization, or a fast-paced marketing/communications environment, working directly with senior executives and the community
- Exceptionally well-organized, hard-working, and diplomatic, with the ability to work autonomously and prioritize tasks effectively in a dynamic environment.
- Direct experience dealing with highly sensitive and confidential information with integrity.
- Efficient with Microsoft Office Suite (Word, PowerPoint, Excel), and Outlook calendaring.
- Strong organizational skills with the ability to prioritize tasks, meet deadlines, and follow through on all projects.
- Demonstrated ability to build and maintain positive relationships with diverse internal and external stakeholders (donors, media, faculty, staff).
- Proven track record of meeting deadlines and working under pressure, with the ability to anticipate change and react efficiently and expeditiously.
- Five years of progressively complex secretarial experience, including support to senior leadership.
- Excellent organizational skills and the ability to prioritize work.
- Experience dealing with highly sensitive and confidential information.
- Efficient with Microsoft Office Suite (Word, PowerPoint, Excel), Outlook calendaring.
- Project Management: Strong organizational skills with the ability to prioritize tasks, meet deadlines, and follow through on all projects.
- Build and maintain positive relationships with diverse internal and external stakeholders (donors, media, faculty, staff).
- Meets deadlines and works under pressure, with the ability to anticipate change and react efficiently and expeditiously.
- Demonstrated successful experience working directly with people from diverse backgrounds, including cultural, educational, socioeconomic, and life experiences.
Nice To Haves
- Work some nights and weekends
Responsibilities
- Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the University.
- Maintain and manage a daily calendar of meetings and events.
- Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
- Arrange travel and accommodations for the VP and others as assigned. Prepare expense reports.
- Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information, and referring non-routine calls to the appropriate staff.
- Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with.
- Manage the VP's contacts
- Assist in preparing and managing presentations and decks.
- Be responsive to emails/texts/phone calls, with contact outside normal business hours
- Welcome the VP’s guests by greeting them, in person or on the phone; answering or directing inquiries.
- Use discretion, confidentiality, and good judgment to handle all matters.
- Represent the university and the VP in a positive light through great follow-through skills and sound judgment.
- Conserve the VP's time by reading, researching, collecting, and analyzing information as needed, in advance.
- Complete ad hoc projects as assigned.
- Organize complex calendars and schedules; resolving any scheduling issues
- Operates a university or personal vehicle safely while carrying out job responsibilities. Will authorize, pursuant to university policies and procedures, a driving record check, and will meet the driving authorization requirements through the course of employment in a position where you are authorized to drive a vehicle as part of our duties.
- Carries out responsibilities in accordance with university policies and applicable laws.
- Cultivates an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty, and staff to thrive authentically.
- Support, promote, and develop university student enrollment and retention initiatives.
- Any other duties assigned within the position classification area.
Benefits
- Comprehensive benefits package (health care, vacation, etc.). Please see the following link for a list of benefits offered with this position.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
