Executive Administrative Assistant - bilingual (English/Spanish)

Position Overview

The Executive Administrative Assistant role provides high-level support for the VP of Human Resources and the VP of Finance including managing calendars, handling correspondence including phone calls and preparation of written communication, project decks, scheduling meetings and ensuring the efficient operations of the department(s).

Primary Responsibilities:

• Ensures coordination and optimal scheduling of meetings/events for the VP of Human Resources and the VP Finance including communicating directly and on behalf of the VP(s) with internal and external constituents
• Provide administrative support to Butler University Board of Trustees assigned committee for VP(s)
• Coordinates meetings and strategic engagement activities for VPs
• Independently researches, prioritizes, and follows up on multiple requests, issues and concerns addressed to the Office(s) of the VP(s), including those of a sensitive and/or confidential nature. Determines appropriate course of action, referral, and/or response
• Prepares correspondence, presentations, and other materials as directed
• Oversees various staff and committee meetings, travel arrangements including supporting agendas, preparatory documents, meeting logistics, car, flight, and hotel bookings, post-trip follow-up, expense reports, etc.
• Independently conducts research and/or collaborates with all departments to ensure executives are properly briefed and prepared for all meetings and events

Additional Responsibilities:

• Ensures coordination and optimal scheduling of meetings/events of assigned VP(s) and division(s) including communicating directly and on behalf of the VP(s) with internal and external constituents as directed
• Provide administrative support to Butler University Board of Trustees assigned committee for VP(s)
• Coordinates meetings and strategic engagement activities for VP(s)
• Independently researches, prioritizes, and follows up on multiple requests, issues and concerns addressed to the Office(s) of the VP(s), including those of a sensitive and/or confidential nature. Determines appropriate course of action, referral, and/or response
• Prepares correspondence, presentations, and other materials as directed
• Oversees various staff and committee meetings, travel arrangements including supporting agendas, preparatory documents, meeting logistics, car, flight, and hotel bookings, post-trip follow-up, expense reports, etc.
• Independently conducts research and/or collaborates with all departments to ensure executives are properly briefed and prepared for all meetings and events
• Develops and distributes weekly, biweekly, monthly, and quarterly reports

Qualifications and Requirements:

• 3+ years’ experience working as an administrative assistant
• BA/BS degree preferred (consideration will be given to an equivalent combination of education and experience)
• Bilingual in Spanish – speak, read, and write strongly preferred
• Working knowledge of Microsoft office programs to develop and analyze data, publish reports, etc.
• Demonstrated ability to research information, analyze data and communicate or recommend resolutions

Experience:

• Proven track record of providing outstanding customer service to a diverse group of constituents.
• Proven ability to develop strong trusting relationships to successfully participate in a true team environment
• Demonstrated experience in successfully managing multiple tasks, priorities, and complex projects
• Ability to work independently and use strong emotional intelligence, discretion, and confidentiality in all interactions with the campus community
• Desire to be flexible and roll up your sleeves to assist in accomplishing the priorities of the VP(s) and offices
• Working knowledge of HRIS software applications, Microsoft Word, Outlook, Excel, Power Point, etc.
• Attention to detail and accuracy and strong organizational skills are critical.
• Excellent verbal and written communication

Butler University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.

As a condition of employment, Butler University requires COVID-19 vaccinations for all students, faculty, and staff (subject to applicable law). COVID-19 Vaccination Requirement FAQs

Advertised: February 01, 2023
Applications close: