Executive Assistant to the VP
About The Position
Under general supervision, the Executive Assistant to the Vice President supports executive operations through confidential administrative coordination, meeting and calendar support, financial transaction processing, recruitment coordination, front office operations, and Risk Management assistance while contributing to special projects, business continuity efforts, and division-wide administrative services. Coordinates and schedules meetings, prepares and compiles meeting materials, and drafts and finalizes correspondence and memoranda. Reviews and processes forms and documents requiring executive signature, including confidential materials related to employee relations, collective bargaining, legal matters, and budgetary issues. Generates and tracks all requisitions, chargebacks, P-Card purchases, and various financial-related transactions. Supports the Risk Management & Insurance department in various tasks such as processing legal holds, vendor certificates of insurance, and various campus insurance needs. Provides general front office and administrative support such as reception duties, mail distribution, ordering supplies, and other similar tasks. Performs other duties as assigned.
Requirements
- Graduation from an accredited four-year college or university
- Three years of full-time, relevant, progressively administrative experience
- Demonstrated knowledge of executive-level administrative operations
- Coordinating complex calendars
- Preparing meeting materials
- Drafting professional correspondence
- Handling confidential information related to employee relations, legal matters, collective bargaining, and budgetary issues with a high degree of discretion and professionalism
- Strong organizational, communication, and interpersonal skills
- Ability to coordinate executive recruitment activities
- Support candidate communications
- Manage multiple priorities simultaneously
- Maintain accuracy and confidentiality while working in a fast-paced administrative environment
- Working knowledge of administrative and financial support functions
- Travel coordination
- Calendar maintenance
- Requisition processing
- Procurement card transactions
- Invoice requests
- Hospitality documentation
- Journal entries
- Ability to maintain accuracy and organization across multiple departments and priorities
- Strong customer service, organizational, and problem-solving skills
- Ability to provide front office support
- Coordinate special projects
- Provide direction to student assistants
- Maintain office operations
- Effectively communicate with campus partners in a professional and service-oriented manner
- Applicants must be authorized to work for any employer in the United States.
Responsibilities
- Confidential administrative coordination
- Meeting and calendar support
- Financial transaction processing
- Recruitment coordination
- Front office operations
- Risk Management assistance
- Contributing to special projects
- Business continuity efforts
- Division-wide administrative services
- Coordinating and scheduling meetings
- Preparing and compiling meeting materials
- Drafting and finalizing correspondence and memoranda
- Reviewing and processing forms and documents requiring executive signature
- Generating and tracking all requisitions, chargebacks, P-Card purchases, and various financial-related transactions
- Supporting the Risk Management & Insurance department
- Providing general front office and administrative support
- Performing other duties as assigned
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- Retirement & savings
- Tuition waiver
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Executive
