Executive Assistant to the President & Provost
The Executive Assistant serves the President and Provost with day-to-day operational and administrative details and performing administrative functions that require a thorough knowledge of university policies, procedures, and operations and an understanding of the University's role within the community. Consistently promoting a positive image of the University, the Executive Assistant will have recurring contact with students, faculty, staff, Board of Trustees members, senior administrators, academic leaders, and external constituents. The Executive Assistant will exercise initiative and independent judgment in managing the President and Provost’s schedules. The Executive Assistant acts as the President and Provost’s confidant, using discretion in the dissemination of information to all internal and external constituents.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Exemplifies MUIH values of community, mindfulness, integrity, inquisitiveness, and discernment
- Contributes to creating and sustaining a climate of diversity, inclusion, equity, and cultural competence at MUIH
- Facilitates the management and efficient utilization of the President and Provost's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups
- Manages the University policies and procedures including tracking of policies for revision and implementation
- Serves as a liaison between the President and Provost and students, faculty, staff, senior administrators, academic leaders, as well as external stakeholders, including by communicating and/or interpreting policy, decisions, and documents issued by the University, gathering information and representing the President’s Office on select university committees
- Assists the President with the Board of Trustees business by:
- Coordinating all communications, meetings, logistics, and activities with the Board of Trustees, as the point of contact for the Board of Trustees
- Coordinating onboarding activities for new Board members
- Maintaining the bylaws and reference materials
- Preparing and reviewing Board agendas with the President
- Assuring accuracy and quality of materials prepared for the Board
- Setting deadlines for Board agenda items and notifying senior administrators and academic leaders of due dates
- Facilitating advance distribution of materials to Board members on schedule, in advance of meetings
- Tracking Board-approved objectives
- Attending and coordinating full Board and committee meetings, including Board retreats
- Working with the Board Chair and President on special presentations to the Board of Trustees or of the Board or the President to various groups
- Assisting Board Members with travel arrangements for Board meetings
- Informing appropriate University offices/departments regarding changes in Board memberships and updates regarding Board bios
- Safeguards the confidentiality of university administration by exercising discretion in communicating information to all stakeholders and in handling administrative records, file, and similar confidential items
- Assists the President and Provost in oversight functions by preparing and disseminating correspondence, and reviewing correspondence and documents prepared by other offices and departments for the President’s signature
- Serving as liaison with university events staff, facilitates the success of commencement and events hosted by the President’s Office
- Facilitates efficient and cost-effective official travel for the President and official visitors
- Provides information for reports and records through research, data retrieval, compiling, and/or tabulating statistics, collaborating with the appropriate University departments, and organizing and presenting the information in useable and understandable formats
- Assists with development and management of the budgets under control of the Provost’s Office
- Manages a complex filing system, using judgment and knowledge of University and President’s Office’s requirements, and determining retention and purging schedules in accordance with university policy
- Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned by the President or Provost
Education and Experience Qualifications
- Bachelor’s degree required
- Three - five years office administration experience
- Prefer office administration experience for a college/university
Skills and Abilities
- Expert level verbal and written communication skills, consistently demonstrating a precise command of grammar, punctuation, spelling, and the correct usage of the English language
- Very strong interpersonal skills and the ability to build relationships with Board members, staff, faculty, students, alumni, donors, external partners, and other stakeholders and constituents
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat.
- Demonstrated proactive approaches to problem-solving and strong decision-making capability
- Exceptional organizational skills, including the ability to prioritize and coordinate tasks and projects, with excellent attention to details and deadlines
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to be adaptable to various competing demands while providing the highest level of service to all constituents
- Proven ability to maintain strict confidentiality
This position does not supervise staff.
Work Environment/Physical Requirements
This job operates in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
DISCLAIMER: This job description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required.