Executive Assistant to the VP

University of Oregon•Eugene, OR

About The Position

The Executive Assistant (EA) provides confidential and executive-level administrative support to the vice president for Student Services & Enrollment Management. Reporting to the vice president, this position is responsible for a broad set of assignments and is expected to handle many sensitive and confidential issues. This position assists the vice president for SSEM in the management, operations, and administration of the division. This position regularly requires the exercise of initiative and independent judgment. The executive assistant is responsible for effectively managing and scheduling the vice president's extensive meeting schedules while maintaining the ability to react to quickly emerging issues. This position serves 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. The EA serves as the designated records steward for the vice president and the central SSEM Office. The Executive Assistant also serves 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. The EA serves 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, and as such, must possess excellent oral and written communication skills, be well grounded in the university's mission and brand, and exhibit well-developed skills in diplomacy, tact, and team building. The EA provides critical background information to the Vice President prior to meetings, ensuring the vice president has the necessary context on the meeting goals and participants. This position 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

Provides confidential and executive-level administrative support to the vice president for Student Services & Enrollment Management.
Assists the vice president for SSEM in the management, operations, and administration of the division.
Effectively manages and schedules the vice president's extensive meeting schedules while maintaining the ability to react to quickly emerging issues.
Serves 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.
Serves as the designated records steward for the vice president and the central SSEM Office.
Serves 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.
Serves 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.
Provides 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.