Executive Assistant to VP for HR

Spelman College Portal•Atlanta, GA

5d•Onsite

About The Position

The Executive Assistant provides advanced, high-level administrative support to the Vice President for Human Resources and Culture (VP) in a dynamic higher education environment. The incumbent will work closely and collaborate with the VP and Chief of Staff to ensure the smooth operation of Human Resources and Culture (HRC) administrative functions. This position requires the highest level of confidentiality and discretion in handling sensitive personnel, employee relations, compensation, and organizational matters. The incumbent serves as a trusted partner to Human Resources leadership and is expected to maintain confidentiality and professionalism in all matters pertaining to the Office of Human Resources and Culture and the College.

Requirements

Bachelor’s degree or an equivalent combination of education and relevant professional experience.
Five (5) to seven (7) years of progressively responsible administrative, executive support, or office management experience, preferably within a higher education environment.
Demonstrated proficiency with Microsoft Office Suite, Google Workspace, and enterprise calendaring, scheduling, and communication platforms.
Strong organizational, project coordination, written communication, and interpersonal skills.
Proven ability to manage multiple priorities, exercise sound judgment, maintain confidentiality, and work independently in a fast-paced environment.

Nice To Haves

Experience providing executive-level administrative support to senior leaders within higher education.
Knowledge of higher education governance structures, academic operations, and institutional policies and procedures.
Demonstrated ability to build effective working relationships and collaborate with individuals from diverse backgrounds and organizational levels.
Experience coordinating special projects, executive communications, and high-profile meetings or events.

Responsibilities

Provide high-level administrative support to the Vice President, including managing complex calendars, coordinating meetings, and arranging travel and logistics.
Prepare, review, and coordinate correspondence, reports, presentations, and other executive communications.
Exercise sound judgment and discretion in handling confidential, sensitive, and strategic information.
Serve as a primary point of contact for the Vice President’s Office and act as a liaison between internal and external stakeholders, including faculty, staff, students, vendors, and governing bodies.
Facilitate effective communication across departments and ensure timely follow-up and resolution of inquiries and requests.
Foster a professional, welcoming, and customer-focused environment for all visitors and constituents.
Coordinate and support the daily operations of the Vice President’s Office to ensure efficient and effective administrative services.
Manage office logistics, scheduling, travel arrangements, vendor interactions, and operational activities in support of departmental objectives.
Assist with planning and execution of office functions, meetings, and special events.
Support the planning, coordination, implementation, and tracking of departmental projects, initiatives, and strategic priorities.
Conduct research, compile data, and prepare briefing materials, reports, and presentations to support executive decision-making.
Maintain, organize, and safeguard confidential records, files, and databases in accordance with institutional policies and record retention requirements.
Compile, track, and manage information to support reporting, compliance, and operational needs.
Coordinate executive meetings, retreats, committee meetings, and special events, including scheduling, logistics, agenda preparation, and materials development.
Prepare and distribute meeting minutes, document action items, and monitor follow-up activities to support timely completion of objectives.
Partner with colleagues across the Division of Human Resources and Culture and other campus departments to support operational excellence and service delivery.
Contribute to a collaborative, team-oriented environment and support continuous process improvement initiatives.