Executive Assistant, Office of the Provost

Creighton University•Omaha, NE

About The Position

The Executive Assistant is an integral member of the Office of the Provost. Reporting to the Senior Executive Assistant for the Provost, this role partners with the Senior Executive Assistant to provide administrative support to the Provost, the Vice Provost for Faculty & Academic Affairs and Dean of the Graduate School, and varying levels of support to other senior leaders. This position requires the highest level of professionalism, discretion, organizational excellence, and strategic coordination. The Executive Assistant performs complex, advanced, and diversified administrative duties while maintaining strict confidentiality at all times. Assignments are broad in nature and typically require critical thinking, originality, and ingenuity. The Executive Assistant also serves as back-up to the Senior Executive Assistant to the Provost.

Requirements

Bachelor's degree, or an equivalent combination of education and relevant experience.
5+ years of administrative support experience.
Demonstrated ability to maintain strict confidentiality with a high level of professionalism and sound judgment.
Exceptional verbal and written communication skills, with the ability to interface tactfully with all levels of staff, including senior leadership.
Strong writing, editing, and document preparation skills.
Demonstrated ability to manage multiple priorities with accuracy and discretion.
Proficiency with Microsoft Office products, including Word, Excel, PowerPoint, and Visio.
Experience arranging logistics and details for meetings and events.

Nice To Haves

Experience supporting senior-level leadership.
Project management experience.
Knowledge and experience in higher education.

Responsibilities

Manage complex calendars and coordinate meetings, appointments, conferences, catering, and travel arrangements; schedule based on leadership priorities and determine timing and appropriateness of requests.
Coordinate meeting logistics, including location, travel time, technology needs, and set-up; proactively gather information and prepare supporting documentation in advance.
Monitor communications directed to the Office of the Provost and ensure timely routing, response, and follow-up on pending matters with limited direction.
Take and maintain minutes for the Academic Policy & Administration Committee, University Research Committee, and other committees as needed.
Provide administrative support for ad hoc task forces, search committees, and other units within the Office of the Provost (e.g., Research, Simulation/Hub) and the Vice Provost for Faculty and Academic Administration (e.g., Registrar, Analytics and Institutional Research).
Create and maintain materials for the Office of the Provost; manage p-card utilization and other reimbursements.
Organize and coordinate logistics for recurring annual projects, including: Academic program review (logistics, scheduling, contracting), Institutes and centers review (logistics, scheduling, contracting), Annual maintenance of the professional licensure and state certification website, Cooperative annual maintenance of academic program recovery resources, Cooperative annual maintenance of study space inventory (Library).
Manage software and intranet content, including serving as software manager for Interfolio and gathering and maintaining intranet content for the Office of the Provost and other areas as needed.
Communicate effectively with individuals at all levels of the university, as well as with industry and community stakeholders.
Perform other duties as assigned, including project management for additional initiatives and supporting research and benchmarking activities for the Office of the Provost.