Executive Assistant

Executive Assistant Overview

• The Executive Assistant provides high-level administrative support to the Chief of Staff, ensuring seamless operations within the President's Office.
• Act as a liaison between executives, employees, students, external stakeholders, and community partners, fostering effective communication and collaboration.
• Coordinate daily administrative operations, including scheduling, event planning, and managing executive communications and materials.
• Independently manage complex administrative functions, exercising discretion and sound judgment in handling confidential information.
• Support institutional priorities and initiatives through project coordination, research, and preparation of reports and presentations.
• Maintain and update records and databases, ensuring accuracy, integrity, and compliance with retention requirements.
• Coordinate travel arrangements and logistics for the executive office, ensuring smooth execution of commitments.
• Develop and maintain administrative systems and procedures to improve efficiency and effectiveness of the executive office.
• Establish and maintain effective relationships with leadership, faculty, staff, and external stakeholders.

Executive Assistant Key Responsibilities & Duties

• Provide executive-level administrative support, ensuring confidentiality and discretion in all tasks.
• Serve as the primary point of contact for inquiries directed to the executive office.
• Manage and prioritize the executive's calendar, scheduling meetings, events, and engagements.
• Coordinate meetings and events, including logistics, agendas, and follow-up activities.
• Prepare, edit, and distribute executive communications, reports, and presentations.
• Conduct research and analysis to support decision-making and institutional initiatives.
• Facilitate administrative processes, recommending improvements to workflows and systems.
• Coordinate travel arrangements, including transportation, lodging, and itineraries.
• Support College-wide initiatives, collaborating with internal and external partners for successful execution.

Executive Assistant Job Requirements

• Associate degree in business administration, public administration, or a related field required.
• Minimum of five years of progressively responsible administrative experience, including executive-level support.
• Proficiency in managing complex schedules, coordinating events, and preparing executive communications.
• Strong organizational skills with the ability to handle confidential information discreetly.
• Experience in higher education or supporting senior-level executives preferred.
• Bachelor's degree in business administration, communications, or related field is a plus.
• Proficiency in office software and systems for records management and communication.
• Ability to establish and maintain effective relationships with diverse stakeholders.
• Strong analytical and problem-solving skills to support institutional priorities.