Sr. Executive Assistant to the Chancellor, 34704

Hiring Department

Office of the Chancellor

Job Description

Reporting directly to the Chief of Staff, the Senior Executive Assistant position provides executive, administrative and analytical support to the Chancellor and his designated leadership team members in a wide variety of areas including: special projects, administration, academics, correspondence, maintenance of the calendar and problem solving for the day-to-day operations of the office. This position will act as liaison to senior management across campus as well as external constituents, coordinate activities on the department’s behalf, prioritize tasks and work independently with a high degree of confidentiality.
Responsibilities include but are not limited to:

• Exercise independent judgment to perform special assignments.
• Provide administrative support on a variety of campus-wide or school issues, projects and programs. Compile data, solicit and research information from a variety of sources both on and off campus, and prepare reports as requested.
• Coordinate complex schedules and manage Chancellor’s time. Work with Chief of Staff to plan, oversee, facilitate, prioritize, and schedule appointments for the Chancellor’s calendar. Independently determine importance of requested meetings and coordinate calendar to accommodate the needs of the Chancellor. Use good judgment to commit the Chancellor to meetings with various constituencies, speaking engagements, and other events
• Define problems, independently conduct research as necessary, formulate solutions and make recommendations. Resolve, research, assess, and refer problems, often of a sensitive or confidential nature.
• Complete daily folders for the leadership team, including detailed briefing materials prior to meetings. Provide pertinent facts, data and other background information for meetings, reports, inquiries, agendas and presentations.
• Exercise initiative to identify, collect, and analyze information, background and other details to prepare the Chancellor for meetings, speaking engagements, management, and operational reviews, conferences, and other events.
• Provide staff support for university-level committees and other processes/projects. Preparing materials for meetings, scheduling of meeting rooms, sending meeting reminders and providing material prep for meetings.
• Support committees/task forces through developing agendas for meetings, meeting notes creating and dissemination, and presentation preparation.
• Develop responses for signature. Independently respond to requests and inquiries as appropriate.
• Evaluate incoming materials and communications; uses discretion whether the Chancellor’s review is warranted, engages the Chancellor on next steps, and assesses and redirects to Chancellor’s direct reports or others as necessary.
• Review all incoming correspondence to the Chancellor’s office general email accounts. Direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors. Research and resolve problems.
• Manage pending projects and working files to ensure that goals and deadlines are met. Keep track of assignments made to others for actions to be taken and ensure that deadlines for responses are met.
• Provide guidance and advice to other executive assistants around campus at the Vice Chancellor or Dean level and convene meetings of this collective group to discuss HR and technology issues, policy changes, etc., and to streamline processes and communications.
• Arrange travel and logistics.
• Serve as liaison between the Chancellor and his direct reports.
• Greet and receive the Chancellor’s phone calls and guests.

Skills, Knowledge, and Abilities

• Exceptional public administration, government relations, management and organizational skills, including ability to successfully multi-task and function efficiently and accurately in a demanding, high pressure, fast-paced, and confidential executive office.
• Excellent communication and interpersonal skills for effectively dealing with a broad range of individuals at various levels within an organization. Excellent written communication skills for preparing various documents, reports, and executive-level correspondence.
• Demonstrated ability and comfort with multitasking.
• Ability to build and maintain positive working relationships using principles of good customer service
• Foster an environment that embraces diversity, integrity, trust, and respect.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Administrative experience with abilities to set priorities, organize and coordinate on office operation, anticipate needs, work under the pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters.
• Strong analytical and problem-solving skills and ability to cope with change and ambiguity in a fast-paced executive-level office environment.
• Excellent written communication skills for preparing correspondence, documents and reports.
• Strong self-motivation skills for independently establishing effective working relationships with various organizations and faculty and staff at all levels of the organization and demonstrated ability to work as a member of a team.
• Demonstrated ability to work with confidential materials and information.
• Demonstrated ability to produce excellent work under short timelines, attention to detail is required.

Minimum Qualifications

A Bachelor's degree or an equivalent combination of education and experience and at least 4 years of experience from which comparable knowledge and skills can be acquired is necessary.

Preferred Qualifications

Preference will be given to individuals with previous experience providing administrative support in an executive-level office, for an elected official, or in a professional higher education office.

Applicants should be known for their outstanding record of dependability, outstanding communication and organizational skills, as well as advanced Microsoft Excel, Word, PowerPoint and Outlook skills.

Experience maintaining client confidentiality and scheduling for executives preferred.

Bachelor's Degree preferred.

Full Time/Part Time

Full Time, benefit-eligible

Salary

Salary range is $60,000 - $80,000 commensurate with experience, education, and internal equity

Position imay be eligible for a hiring incentive (See HR-104 Hiring Incentives for Faculty and Staff)

Application Deadline

Open until filled, review of applicaitons to begin immediately.

Application Instructions

Applicants must combine all application materials (cover letter, resume, and list of three references with contact information) into one PDF or Microsoft Word document and upload as a resume attachment.

Limit document name to 50 characters. Maximum size limit is 11MB. Do not include special characters (e.g., /, &, %, etc.).

If you are experiencing technical problems, please call (855) 524-0002.

Comments

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