Executive Assistant, School of Business
About The Position
The Executive Assistant provides senior-level administrative support to the School of Business, interacting and communicating with external constituents and internal staff to resolve issues and manage the executive’s calendar and administrative office. The role manages complex calendars and travel schedules according to the executive’s goals and priorities, anticipates meeting and event preparation needs, and drafts materials for speaking engagements, correspondence, and other documents. This position coordinates communications between the School of Business and other departments, manages competing priorities, handles incoming calls, and uses discretion and independent judgment to ensure requests are handled effectively. It also plans events, prepares reports, maintains files and databases, processes administrative requests, supports faculty reviews and staff performance appraisals, and helps coordinate School of Business events. The schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m., with occasional evening or weekend work required for events. After six months, the role is eligible for remote work on Fridays based on the department’s rotating schedule.
Requirements
- Bachelor’s degree.
- Five to eight years of work-related experience.
- Experience with Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
- Experience with Jenzabar Software.
- Experience with Ad Astra.
- Experience with databases.
- Ability to work and communicate effectively and diplomatically with all individuals.
Responsibilities
- Manage complex calendaring and travel schedules based on the executive’s goals and priorities.
- Anticipate and manage preparation needs for executive meetings and events.
- Design and prepare draft materials for speaking engagements, correspondence, and other documents.
- Coordinate communications between the School of Business and other departments, including Academic Affairs, Enrollment Management, and Alumni Relations.
- Manage multiple, competing priorities.
- Answer, screen, direct, and prioritize incoming calls for the executive; troubleshoot issues or direct them to the appropriate office or personnel.
- Maintain calendars and use discretion and independent judgment to interpret and implement actions related to requests for information or action.
- Plan and schedule events, prepare reports, and maintain files and databases.
- Prepare correspondence, schedule and confirm appointments, and share documents and other materials.
- Initiate, schedule, or monitor the processing of hiring requests, contracts, requisitions, supplies, and room reservations and setup.
- Write, edit, and produce internal and external communications for the executive.
- Collaborate with faculty on requirements related to annual reviews and yearly observations.
- Coordinate performance appraisals with administrators and staff.
- Organize and facilitate meetings and special events, coordinating dates, times, venues, agendas, and facilities.
- Create an annual calendar of School of Business events.
- Support School of Business events as needed, including Boot Camp, TEDx, and Convocation.
Benefits
- Health insurance options.
- Dental insurance options.
- Generous time off.
- Tuition benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
