Executive Assistant, E3

Western Governors University • Salt Lake, UT

1d

About The Position

The Executive Assistant, E3, supports Vice President-level executive leaders and senior leadership administrative functions across large departments or functional areas. The role requires exceptional organization, attention to detail, discretion, and professionalism. As a primary point of contact for internal and external stakeholders, the Executive Assistant represents the university and handles sensitive information with confidentiality and diplomacy. The position requires occasional travel of up to 20%, including designated company summits, typically one to two per year, and may include conferences, visits to company locations, and other business-related events.

Requirements

• Associate’s degree, or equivalent relevant experience performing the essential functions of the job in place of the education requirement.
• Four years of related experience.
• Experience working with analytics to analyze data and identify trends.
• Ability to handle confidential information with maturity and discretion.
• Strong organization, attention to detail, and follow-through.
• Strong written and verbal communication skills, including the ability to articulate concepts and ideas effectively with minimal supervision.
• Proficiency with Microsoft Office Suite.
• Excellent time-management skills and ability to work flexible hours when needed.
• Ability to prioritize assignments and manage multiple deadline-driven priorities.

Responsibilities

• Serve as a liaison between senior leadership and internal and external audiences, representing the university.
• Coordinate communication between senior leadership and university leadership, faculty, staff, students, and external stakeholders.
• Manage the senior leader’s calendar, including appointments, meetings, and travel arrangements.
• Anticipate and prepare materials for meetings and other engagements.
• Arrange domestic and international travel, including flights, accommodations, and itineraries.
• Prepare travel expense reports and ensure compliance with university policies.
• Plan, organize, and coordinate meetings, conferences, and special events.
• Prepare agendas, take meeting minutes, and follow up on action items as needed.
• Establish and maintain tracking and reporting for deliverables and action items.
• Organize and maintain electronic and physical filing systems.
• Manage confidential and sensitive information with discretion.
• Handle incoming and outgoing communications, emails, and phone calls for senior leadership.
• Draft and edit correspondence, reports, presentations, speeches, and other specialized communications.
• Oversee daily office operations, including supplies, office equipment maintenance, and administrative requests.
• Assist in monitoring and managing budgets related to the senior leader’s office.
• Process and track financial transactions and expenses, including corporate credit card and senior leadership expense reports.
• Assist with special projects and initiatives assigned by senior leadership.
• Conduct research and compile data to support decision-making.
• Perform other job-related duties as assigned.

Benefits

• Eligibility for bonuses
• Medical, dental, vision, telehealth, and mental healthcare
• Health savings account and flexible spending account
• Basic and voluntary life insurance
• Disability coverage
• Accident, critical illness, and hospital indemnity supplemental coverage
• Legal and identity theft coverage
• Retirement savings plan
• Wellbeing program
• Discounted WGU tuition
• Flexible paid time off without accrual
• Flexible paid sick time without accrual
• 11 paid holidays
• Other paid leaves, including up to 12 weeks of parental leave

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree