Job Description Summary:
The Executive Administrative Assistant of the President and
Executive Vice President, Treasurer & Chief Operating Officer
(COO) supports the major goals of the President/COO in efforts to
make the campus environment welcoming for all students, faculty,
staff, and community members to ensure their success. This position
is responsible for the ongoing operations of the Offices of the
President and COO and coordination and collaboration with assigned
administrative staff of the cabinet members on university
activities and events, and interfaces with the President’s Cabinet,
SMU Board of Regents, and the campus, local, regional and
international communities as needed.
Duties and Responsibilities:
(50%) President/COO Support*
(50%) Operations and Office Support*
- Be present at the Office of the President during the office
hours of the University. Be accessible to the President, the COO,
the President’s Cabinet, the campus community, and the Board
members as needed.
- Be completely confidential on behalf of the University, the
Board of Regents, the President’s Office, the COO’s office and the
- Be protective of the Offices of the President and COO of their
reputation, integrity, ethics, and honor on behalf of the
- Be a conduit for the President’s Office with the campus, local,
national, and international communities. Keep the President
informed of what is happening on campus and in the communities and
related trends, issues, concerns, feedback, and suggestions.
- Help the University fulfill its mission by maintaining high
standards of excellence, ethics, integrity, honesty, and
professionalism. Apply the principles of continuous quality
improvement, which includes working cooperatively with colleagues
and projecting a service orientation towards all.
- Interact with and impart accurate information and direction to
all members of the University community, including staff, faculty,
students, and to external individuals and organizations in a
courteous, professional, and facilitative manner.
- Alert the President/COO of meetings and activities and provide
the President/COO with necessary information and lead-time to
various places and activities on time.
- Arrange President/COO’s travels, community engagement
activities, process necessary administrative paperwork, and
reimbursements in a timely fashion.
- Interpret requests and assist in compliance as appropriate.
Provide information and take necessary actions in a timely
- Perform in a calm and professional manner at all times,
especially during crisis or emergencies.
- Coordinate and collaborate with assigned administrative staff
of the cabinet members and student workers for the Offices of the
President/COO to work on university-wide programs, activities and
- Anticipate the needs, coordinate the activities, alert the
President/COO with upcoming events, meetings and activities, carry
out policies, and implement decisions for the President/COO in an
effective, efficient, professional, respectful, and facilitative
- Gather data and prepare for meetings such as Board of Regents
and various key committees and task forces commissioned by the
- Schedule appointments and establish appointment priorities.
Maintain accurate calendars of the President/COO with standing
appointments and special meetings, keeping the President’s calendar
updated with cabinet members’ vacations, time-off or offsite work.
Keep all concerned informed of pending activities pertaining to
them, and keep them immediately apprised of meeting and calendar
- Track and follow up with projects/actions assigned to
President's Cabinet by the President/COO.
- Participate in and support committees and other activities
assigned by the President/COO that promote the quality, growth, and
development of Samuel Merritt University.
- Review and summarize contents of incoming materials. Read and
draw attention to important information or potential conflicts.
Ensure that requests for action, or information, are relayed to the
President/COO or appropriate staff.
- Proof read carefully all outgoing correspondence to ensure
professionalism prior to signature.
- Maintain basic press packages for the University; oversees the
appropriate use of SMU Style Manual in written materials produced
within the University.
- Develop and maintain records of critical personnel contacts and
track important correspondences and important documents for the
President/COO’s office as well as management system to assure fast
retrieval of needed information and protection of vital
- Ensure sufficient and constant office supplies to the
Coordinate with other PC members’ Executive/Administrative
Assistants the work to be assigned to student workers and temporary
staff of the Offices of the President/COO as needed.
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. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
Present oneself both in manner and image that fit for the
professional setting. Be courteous and act calmly and
professionally at all times. Be able to function independently and
reliably. Be able to handle stress, uncertainty, and uphold the
utmost integrity, honesty, work ethics, and confidentiality at all
Excellent Communication skills. Knowledge of University
organizational structure, programs and activities, policies and
procedures for effective evaluation of the propriety of proposed
transactions and their potential impact on University interests;
for provision of useful advice to others on means of accomplishing
their operational goals; and for locating sources of relevant
Proficiency and effectiveness in the use of latest office
technology and management tools, including but not limited to
Teams, Workday, Zoom, Skype, Outlook, PowerPoint, Windows 365,
Excel, Word, Adobe, and Access. Ability to read, analyze and
interpret documents, contracts, data, policies, and regulations,
which are complex in content, syntax, and expression.
Ability to write concise, logical and accurate materials. Knowledge
of the mechanics of written English (e.g. grammar, punctuation, and
spelling) and ability to apply such knowledge consistently and
effectively so that documents, whether produced by the incumbent or
others, are proofread and edited to ensure that they are
Ability to analyze complex problems or information in an objective
manner and derive logical conclusions to provide a sound basis for
establishment of priorities, selection of appropriate courses of
action for pursuit or recommendations to others, and resolve
Ability to organize work effectively to achieve timely progress on
multiple simultaneous tasks; under the directive of the
President/COO,; meet deadlines; be results-oriented; and maintain a
high level of productivity and quality of work.
Ability to exercise tact and diplomacy in dealing with others to
secure necessary information and cooperation from a variety of
people and enable the incumbent to conduct effective negotiations,
resolve disagreements and conflicts.
Education and/or Experience:
The University has an institution-wide commitment to diversity,
equity and inclusion. We strive to build a welcoming and supportive
campus environment, and acknowledge that diversity is an
educational imperative to achieve excellence.
- Bachelor’s degree required. Master’s degree preferred.
- Five to six years of broad experience in a position of
increased responsibility in an academic environment
- Experience in an executive assistant role at the dean or higher
United States of America (Exempt)