Executive Assistant

University of Colorado•Denver, CO

10d•$72,000 - $78,000•Hybrid

About The Position

The Executive Assistant provides administrative and technical support to the Vice Chancellor for Advancement under the direction of the Strategic Advisor and coordinates day-to-day activities of the Office of Advancement. The role handles a broad range of inquiries and assignments, manages complex and concurrent tasks, exercises initiative and sound judgment, maintains confidentiality, and builds positive working relationships. The position provides executive support to the Vice Chancellor and Advancement leadership, manages administrative activities and strategic projects, coordinates calendars, meetings, events, agendas and follow-up, and conducts research and prepares briefings for leadership engagements. It also supports stakeholder planning and strategic donor interactions in collaboration with the Chancellor’s support staff, and assists with expense reports, reconciliations, mileage and travel reports under the direction of the Executive Director of Finance & Administration. The role provides backup office presence when needed and performs other duties as assigned. This is a full-time, hybrid position. The employee is expected to work in the office four days per week, with one remote work day of their choosing. Occasional evening and/or weekend work may be required. The position is not eligible for overtime compensation or visa sponsorship.

Requirements

Bachelor’s degree in business, public administration, communications, marketing, social science, or a related field from an accredited institution; a combination of education and related technical/paraprofessional experience may substitute for the degree on a year-for-year basis.
At least 4 years of administrative support experience.
Knowledge of, or willingness to learn, university policies and procedures and the ability to apply them.
Strong attention to detail and organizational skills, including the ability to produce accurate and complete work while managing multiple concurrent priorities.
Strong communication skills and the ability to work effectively with a wide audience.
Ability to exercise sound judgment, independently prioritize competing and time-sensitive requests, and recognize when an issue requires escalation.
Ability to communicate proactively when priorities change, deadlines may be affected, information is missing, or clarification is needed.
Ability to interact and partner positively with students, faculty, staff, administrators, donors, and visitors.
Ability to establish work priorities, adapt to changing needs, and follow through to complete activities by established deadlines.
Ability to communicate effectively in writing and verbally with faculty, administration, staff, and students.
Ability to manage complex, sensitive, and confidential information.
Ability to cooperate with and support department staff and contribute to a productive work environment.
Ability to develop office processes as needed.
Ability to work independently and collaboratively with support staff for the Chancellors and other Associate/Vice Chancellors.
Proficiency with communication, word processing, spreadsheet, presentation, and scheduling software, such as Microsoft Outlook, Teams, Word, Excel, Access, PowerPoint, and Adobe Professional.
Ability to take dictation.
Ability to manage executive email inboxes.

Nice To Haves

At least 3 years of experience working in a complex university environment with progressive responsibility.
Experience with program or project management and the ability to lead a team effectively in accomplishing critical strategic objectives.
Experience with Concur or similar procurement and travel software, a CRM database, and Microsoft Suite.

Responsibilities

Provide executive support to the Vice Chancellor for Advancement and members of the Advancement leadership group.
Manage administrative activities and projects for the Office of Advancement.
Curate and prioritize stakeholder lists for Chancellor engagement and guide them through internal approval processes.
Collaborate weekly with the Chancellor’s support staff to schedule and facilitate strategic donor interactions and initiatives.
Track follow-through on action items and prepare detailed briefings and talking points for engagements.
Advise on the structure and content of events and meetings to maximize engagement and alignment with institutional goals.
Conduct background and preparation research and compile information for upcoming meetings involving the Vice Chancellor and/or Advancement leadership.
Track and follow up on action items from leadership meetings led by the Vice Chancellor for Advancement and/or the Strategic Advisor.
Manage special projects of strategic importance to the Office of Advancement.
Manage the calendars of the Vice Chancellor and members of the Advancement leadership group, appropriately prioritizing and coordinating engagements.
Respond in a timely manner to internal and external requests for the Vice Chancellor’s time.
Coordinate meetings and events involving the Vice Chancellor and/or members of the Advancement leadership group.
Coordinate departmental agendas, support agenda planning, take notes, and track follow-up for meetings involving the Vice Chancellor for Advancement.
Assist with expenses, expense reports, reconciliation, and mileage and travel reports for the Vice Chancellor for Advancement under the direction of the Executive Director of Finance & Administration.
Provide backup office presence when needed.
Perform other duties as assigned.