Executive Assistant

About the role

Please note: this is a temporary assignment (through June 2027) with potential to extend.

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff. 

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. 

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. 

• Manages, plans, and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.

• Provides administrative support to department executives and leadership, including calendar management, scheduling meetings, coordinating appointments, and managing competing priorities.

• Coordinates executive meetings, prepares agendas and materials, tracks follow-up items, and facilitates communication among leadership, staff, and internal and external stakeholders.

• Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and/or contracts and grants.

• Develops and prepares budgets and financial reports for funding, which may be complex.

• Performs recharge administration.

• Provides input into non-technical portions of grant and contract proposals.

• Coordinates and participates in a variety of human resources activities, including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for the unit/department.

• Gathers, analyzes, prepares, and summarizes financial and HR reports.

• May provide guidance to support employees and/or students.

• Performs studies for resource plans, including approaches, trends, sources, and uses.

• Serves on committees, representing the department/unit.

• Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.

• Develops and implements procedures for supply inventory and to keep equipment in good working condition.

• Administers facilities and space logistics and manages equipment needs.

• Acts as safety coordinator.

• May assist with fundraising-related duties.

• 3+ years of related work experience and/or equivalent experience/training.

• Thorough knowledge of University rules and regulations, processes, protocols, and procedures for budget, accounting and fund management, and/or personnel management.

• Interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.

• Knowledge of a variety of administrative operational activities, such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

• Solid knowledge of common University-specific computer application programs.

• Ability to use discretion and maintain confidentiality.

• Strong skills in short-term planning, analysis, problem-solving, and customer service.

• Strong organizational skills, including the ability to manage executive calendars, coordinate complex schedules, prioritize competing requests, and support leadership with meeting logistics and follow-up.

• Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.