Executive Assistant

Executive Assistant

Job no: 530221
Work type: Officer of Administration
Location: Eugene, OR
Categories: Administrative/Office Support, Planning/Project Management

Department: Office of the Provost
Appointment Type and Duration: Regular, Ongoing
Salary: Commensurate with experience
Compensation Band: OS-OA06-Fiscal Year 2022-2023
FTE: 1.0
Application Review Begins

September 20, 2022; position open until filled.
Special Instructions to Applicants

To be a considered applicant, please submit a complete application, including a cover letter that ties your work experience and skills to this position, a resume, and three professional references.
Department Summary

The Office of the Provost (OTP) upholds, provides leadership on, and carries out the academic mission of the University. In service to this mission, OTP: promotes and sustains the highest standards in teaching, research and service; fosters and advocates for faculty; promotes a respectful work environment, equity and inclusion, and a family-friendly workplace; supports and coordinates matters that pertain to faculty and academics, including hiring, retention, promotion, and tenure processes; and advances university outreach to the community, academic extension, and internationalization. OTP executive-level leadership assists the Provost with those matters through collaborative work with the Provost, vice presidents, deans, vice provosts, and numerous other units related to the university. The Executive Assistant will support one or more of the OTP executives.
Position Summary

The Executive Assistant (EA) is responsible for providing high-level administrative, analytical, data and project management support for one or more executives in the Office of the Provost. This position requires the ability to work independently, exercise good judgment with regard to highly sensitive/confidential issues, excellent administrative and interpersonal skills, and political acumen to work with a diverse and inclusive campus community. The EA will actively demonstrate commitment to OTP's mission, values, workplace safety, and learning culture.

The EA will maintain the executive's calendar, coordinate appointments, arrange individual and group meetings, assist with and manage projects, plan events/functions, and coordinate travel as needed. The EA prepares agendas and collects materials for meetings, speeches, and conferences; takes notes and keeps records of proceedings as required.

This position may require work outside the traditional workweek, including evenings and weekends.

This position reports to the Operations Manager.
Minimum Requirements

• Three years of experience providing executive-level administrative support within a large, complex organization, including three years supporting executive-level administrators.
  Professional Competencies
  
  
• Ability to manage projects, identify objectives, and prioritize.
  
• Ability to manage stressful, and often confidential, situations appropriately and to use sound judgment and discretion, particularly as it relates to handling sensitive and/or confidential information.
  
• Ability to act as the executive's point of contact, analyzing and processing requests in order to prioritize urgent and often sensitive matters, and taking decisive action to facilitate the optimal use of the executive's time.
  
• Ability to interact effectively with senior leaders and their EAs, including anticipating needs, accommodating different work styles, and proactively reaching out for assistance. Must be capable of maintaining a mutually cooperative and respectful working relationship with peer EAs.
  
• Demonstrated ability to meet deadlines, quickly adapt to changing circumstances, prioritize multiple tasks and work independently, while handling frequent interruptions and rapidly shifting priorities.
  
• Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program).
  
• Commitment to, experience with, and ability to work effectively with people from a variety of diverse backgrounds and cultures in support of a welcoming and inclusive environment.
  
• Effective communication skills; attention to detail.
  Preferred Qualifications
  
  
• Prior professional assistant experience that includes experience managing a calendar for an executive-level position in a complex organization.
  
• Professional experience in a higher education environment or other large public organization such as federal/state government.
  
  FLSA Exempt: Yes
  
  All offers of employment are contingent upon successful completion of a background inquiry.
  
  University of Oregon students and employees are required to be fully vaccinated against COVID-19. For additional information see: https://coronavirus.uoregon.edu/vaccine.
  
  The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.
  
  The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
  
  UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.
  
  In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.
  
  
  
  To apply, visit https://careers.uoregon.edu/en-us/job/530221/executive-assistant
  
  
  
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