Executive Assistant, McCrary Institute

Auburn University•Auburn, AL

20h•Onsite

About The Position

The McCrary Institute seeks a highly organized, proactive, and resourceful Executive Assistant to provide executive-level administrative and operational support to the Director of the McCrary Institute. This position serves as a trusted partner to the Director, helping manage competing priorities, anticipate needs, and ensure timely follow through on commitments, while managing complex administrative functions, coordinating office operations, and facilitating effective communication with a wide range of internal and external stakeholders. The Executive Assistant acts as a primary liaison between the Director and government officials, industry partners, academic leaders, and other key constituents. Additionally, this position oversees the day-to-day operations of the Institute's Washington, D.C. office, ensuring a professional, secure, and efficient work environment that supports the Institute's mission and strategic objectives.

Requirements

Bachelor's degree-no specific discipline.
5 years of experience as an administrative assistant with progressively increasing levels of responsibility and accountability.

Responsibilities

Provides comprehensive administrative support to the Director, including strategic management of a complex and frequently changing calendar; prioritizing meeting requests and resolving competing demands; maintaining files and records, and handling confidential and sensitive information with discretion.
Tracks the Director’s priorities, commitments, action items, and follow up requirements across meetings and engagements; proactively identifies upcoming deadlines, scheduling needs, and matters requiring the Director’s attention.
Schedules and coordinates meetings, conferences, and special events; assembles and organizes briefing and read ahead materials; identifies relevant background information; prepares agendas, briefing materials, presentations, and other supporting documentation to ensure successful outcomes.
Reviews correspondence, reports, contracts, and other legal and non-legal documents for accuracy and completeness; coordinates document routing, signatures, and distribution.
Coordinates complex domestic travel arrangements, prepares travel documentation, and assists with travel reimbursements and expense reporting.
Serves as a primary point of contact for visitors, stakeholders, and external partners by responding to inquiries, facilitating communications, and ensuring timely follow-up on requests.
Develops and maintains productive working relationships with internal and external stakeholders on behalf of the Director, fostering collaboration and advancing the Institute's strategic initiatives.
Coordinates meetings, receptions, conferences, and special events involving national, regional, state, and university partners, including logistical planning, travel coordination, and meeting documentation.
Assists in managing relationships with the Institute's internal and external stakeholders, ensuring operational needs are addressed and issues are resolved effectively and professionally.
Oversee daily office operations, prioritizing inquiries and requests, resolving scheduling conflicts, maintaining organizational records, and ensuring efficient administrative processes.
Maintains electronic and physical filing systems, databases, and records, including the creation, retrieval, maintenance, and disposal of information in accordance with established policies and procedures.
Coordinates office resources, supplies, equipment, and vendor services to ensure the smooth operation of the Washington, D.C. office.
Manages access to the Washington, D.C. office, ensuring compliance with building policies, security procedures, and facility requirements. Coordinates visitors’ access and serves as a point of contact for property management and building services.
Supports office security operations by ensuring established protocols are followed and assisting with visitor management as required.
Coordinates the Director's public appearances, speaking engagements, interviews, and external meetings by managing logistics, schedules, communications, deadlines and supporting materials, in coordination with Institute communications.
Collaborates with Institute leadership and production staff to identify, schedule, and facilitate participation in podcasts, webinars, video productions, and other public-facing initiatives.
Screens and manages incoming phone calls, correspondence, and requests, directing matters to appropriate individuals or departments and ensuring timely follow-up.
Retrieves, organizes, and disseminates information to a broad range of stakeholders, exercises sound judgment when handling confidential, sensitive, and non-routine matters.
Performs administrative and financial support functions, including purchasing card reconciliation, voucher processing, travel reimbursements, invoice coordination, and maintenance of financial records and documentation.
Performs other duties and responsibilities as assigned in support of the McCrary Institute's mission and operations.