Executive Assistant to the VP

UO HR Website•Eugene, OR

21h•Onsite

About The Position

The Executive Assistant (EA) provides confidential and executive-level administrative support to the vice president for Student Services & Enrollment Management. This position reports to the vice president and is responsible for a broad set of assignments, handling many sensitive and confidential issues. The EA assists the vice president for SSEM in the management, operations, and administration of the division, requiring initiative and independent judgment. Key responsibilities include effectively managing and scheduling the vice president's extensive meeting schedules, reacting to quickly emerging issues, and coordinating external-facing presentations, meetings, and travel related to UO's strategic leadership, donor development, and student recruitment. The EA serves as the designated records steward for the vice president and the central SSEM Office, and acts as a communications link with various constituents, including government officials, donors, and university administration, faculty, staff, and students. As the primary contact for the vice president's schedule and activities, the EA must possess excellent oral and written communication skills, be grounded in the university's mission, and exhibit diplomacy, tact, and team building. The EA provides critical background information to the Vice President prior to meetings and may provide supervision or backup support to student employees.

Requirements

Bachelor’s degree OR equivalent combination of skills, experience, education, and training.
Three years’ experience providing confidential executive support that includes experience managing a calendar for an executive-level position.
Ability to communicate effectively, especially related to drafting correspondence, taking meeting notes, and creating daily executive briefings.
Analytical and planning skills.
Ability to prioritize tasks, work independently, manage projects and initiatives, and solve problems.
Ability to actively support the enhancement of diverse learning and working environments.
Ability to organize effectively, pay attention to detail, demonstrate initiative, and exercise discretion and sound judgment.
Ability and commitment to work effectively with students, faculty, and staff from a variety of diverse backgrounds in support of creating and fostering a welcoming and inclusive environment.
Skills in diplomacy, tact, team building, and maintaining composure under pressure.
Proficiency with Microsoft Office applications, including Outlook for email and calendaring.
Ability to shift directions quickly when priorities change and deliver against tight deadlines.
Integrity in dealing with sensitive and confidential information.

Nice To Haves

Experience in higher education.
Knowledge of University of Oregon policies and procedures.
Experience with event planning, coordinating travel arrangements, and managing expense reporting.
Experience with HR processes and searches.

Responsibilities

Provide confidential and executive-level administrative support to the vice president for Student Services & Enrollment Management.
Handle many sensitive and confidential issues.
Assist the vice president for SSEM in the management, operations, and administration of the division.
Effectively manage and schedule the vice president's extensive meeting schedules.
Maintain the ability to react to quickly emerging issues.
Serve a critical coordination role of the vice president’s external-facing presentations, meetings, and travel schedule as it relates to the UO's strategic leadership, donor development, and student recruitment.
Serve as the designated records steward for the vice president and the central SSEM Office.
Serve as a communications link with constituents, including the Oregon Department of Education, UO Alumni Association, government officials, donors, and friends of the University of Oregon, including state officials, university administration, faculty, staff, and students within UO.
Serve as the primary contact for all matters related to the vice president's schedule and activities in consultation with the vice president’s chief of staff.
Provide critical background information to the Vice President prior to meetings, ensuring the vice president has the necessary context on the meeting goals and participants.
May provide supervision or backup support to student employees.