Executive Assistant for the Office of Economic Development [R0151695]

Nevada System of Higher Education

1d•Onsite

About The Position

The Executive Assistant (“EA”) will provide upper-level administrative assistance to the Vice President for Economic Development (“VPED”) and Executive Director (“ED”) of the UNLV Research Foundation (“UNLVRF”) and UNLV Innovation Foundation (“UNLVIF”). The selected candidate will be responsible for maintaining strict confidentiality while managing complex day-to-day administrative functions, serving as the EA for the VPED, the UNLVRF, UNLVIF and any other Foundations managed by the VPED. This position will independently manage and prioritize the Vice President for Economic Development’s executive calendar, travel, and workflow; exercise judgment in balancing competing institutional, foundation, and external stakeholder demands; prepare and review executive-level materials; coordinate sensitive communications; ensure compliance with university, foundation, and regulatory requirements; and proactively identify and resolve scheduling, logistical, and administrative issues that affect operational effectiveness. The selected candidate will draft, review, edit, and maintain executive level documents, and will be responsible for coordinating their distribution as needed. Such documents might include, but not be limited to, executive memos, Chancellor, Cabinet level communications or marketing materials. This selected individual will be expected to provide complex administrative and project support to the Office of Economic Development, the UNLV Research Foundation (UNLVRF), UNLV Innovation Foundation (UNLVIF) and any other Foundations managed by the VPED. The EA serves as primary coordinator for UNLVRF and UNLVIF board operations, exercising discretion in calendaring meetings, agenda development, materials preparation, meeting coordination, compliance with Nevada Open Meeting Law, and follow-up on board actions; manages confidential governance documents; coordinates high-level communications with board members and external partners; and supports executive leadership in governance-related decision implementation. Leads and manages non-routine, confidential projects with minimal supervision; assesses priorities, determines appropriate processes, coordinates across internal and external stakeholders, and ensures timely completion of assignments that support economic development and UNLVRF, UNLVIF, and other foundation objectives. The EA will manage travel coordination and expense reimbursements on behalf of the VPED, as well as coordinate all UNLVRF and UNLVIF funded travel arrangements. Due to the high profile of the VPED’s office, it is imperative this person is knowledgeable regarding rules, regulations, policies, and procedures. It is critical that the person in this role has excellent writing, communication, interpersonal, and organization skills, both internally, with campus leadership and external community members. The incumbent must display a high level of professionalism and use discretion and good judgment regarding the many sensitive issues that come through the VPED’s office.

Requirements

Demonstrated ability to discretely work with confidential information.
Adaptability to ever-changing projects.
Ability to exhibit a professional manner in dealing with others and to maintain constructive working relationships at all levels of internal and external organizations.
Ability to interact with faculty and community members from various disciplines.
Strong attention to detail, coordination of multiple projects and ability to set priorities and meet deadlines in a dynamic team-oriented environment.
Strong interpersonal, written and verbal communication skills and ability to work individually, on a project or in a team environment.
High level of initiative and the ability to take personal ownership, going beyond assigned tasks to improve project execution.
Strong knowledge and experience using MS Word, Excel, PowerPoint.
Experience with creating/maintaining effective and efficient data files and systems.
Ability to complete tasks based on deadlines.
General office skills; calendaring, filing, electronic correspondence, meeting notes.
Strong interpersonal and organizational skills.
Strong fiscal management skills.
Strong task management skills.
Must be able to scrutinize complex situations and independently implement problem solving solutions.
Ability to learn specialized databases.
Ability to maintain a professional attitude in stressful situations.
Ability to maintain discretion and uphold the highest levels of confidentiality.
Ability to prioritize work on multiple projects simultaneously.
Ability to act independently in a dynamic and demanding environment.
Ability to establish and nurture professional relationships with divisional colleagues, university staff, students, donors, community members and stakeholders.
Ability to meet established deadlines.
Bachelor’s degree from an accredited college or university as recognized by the United States Department of Education and/or the Council on Higher Education Accreditation (CHEA) and three to five years of related comparable experience.
Credentials must be obtained prior to the employment start date.

Nice To Haves

Experience working and communicating with Foundations, or non-profit boards is preferred.
Demonstrated experience with coordination of duties for a foundation board or non-profit entity.
Familiarity with Nevada open meeting law.
Experience utilizing Workday software.
Familiarity with institutions of higher education.
Experience in a university setting working with faculty, staff, administrators, community members and political and government entities and officials.

Responsibilities

Maintain strict confidentiality while managing complex day-to-day administrative functions.
Independently manage and prioritize the Vice President for Economic Development’s executive calendar, travel, and workflow.
Exercise judgment in balancing competing institutional, foundation, and external stakeholder demands.
Prepare and review executive-level materials.
Coordinate sensitive communications.
Ensure compliance with university, foundation, and regulatory requirements.
Proactively identify and resolve scheduling, logistical, and administrative issues that affect operational effectiveness.
Draft, review, edit, and maintain executive level documents, and coordinate their distribution.
Provide complex administrative and project support to the Office of Economic Development, the UNLV Research Foundation (UNLVRF), UNLV Innovation Foundation (UNLVIF) and any other Foundations managed by the VPED.
Serve as primary coordinator for UNLVRF and UNLVIF board operations, exercising discretion in calendaring meetings, agenda development, materials preparation, meeting coordination, compliance with Nevada Open Meeting Law, and follow-up on board actions.
Manage confidential governance documents.
Coordinate high-level communications with board members and external partners.
Support executive leadership in governance-related decision implementation.
Lead and manage non-routine, confidential projects with minimal supervision.
Assess priorities, determine appropriate processes, coordinate across internal and external stakeholders, and ensure timely completion of assignments that support economic development and UNLVRF, UNLVIF, and other foundation objectives.
Manage travel coordination and expense reimbursements on behalf of the VPED.
Coordinate all UNLVRF and UNLVIF funded travel arrangements.
Maintain a professional attitude in stressful situations.
Maintain discretion and uphold the highest levels of confidentiality.
Prioritize work on multiple projects simultaneously.
Act independently in a dynamic and demanding environment.
Establish and nurture professional relationships with divisional colleagues, university staff, students, donors, community members and stakeholders.
Meet established deadlines.
Obtain and maintain a Notary license (within first 30 days of hiring).