00029 - Executive Assistant

Reporting to the Vice Provost for Academic and Faculty Affairs (VPAFA), the Executive Assistant within the Office of the Provost provides executive, administrative and analytical support to the Provost and her designated leadership team members in the coordination of activities and tasks that support planning and implementation of the myriad and wide-ranging duties associated with achieving the goals of the Division of Academic Affairs, and the broader educational and institutional goals of Norfolk State University. The Executive Assistant within the Office of the Provost works primarily to support the Vice Provost's dispensation of duties and may work with or in support of students, faculty, staff, administrators and external constituents to promote, improve and facilitate coordination of tasks and general operations of the academic enterprise. The Executive Assistant within the Office of the Provost may assist with or be assigned responsibility for calendar scheduling, arranging internal and external meetings, interacting with external visitors/guests and may lead special tasks/projects as assigned.

Minimum Qualifications

1 Ability to assume new and other responsibilities on own initiative and execute them in an effective manner as necessary.
2 Ability to exercise sound, independent judgment when making decisions, as well as, functioning calmly and effectively during times of crisis. Problem-solving skills required in discerning when and how to re-route or solve issues that can be handled at a lower level first and know when issues need the immediate attention of the Provost.
3 Ability to establish and maintain effective working relationships within the office as well as with other internal constituents (senior administration, faculty, staff) and interact professionally with external constituents (students, parents, alumni, and the public).
4 Knowledge of and keeps abreast of general office, legislators, Board of Visitors, SCHEV, other professional counterparts, community leaders, Academic Affairs, and other administrative principles, practices, and protocol.
5 Excellent oral and written communication skills, including correspondence writing meeting note-taking, and professional presentation development.
6 Strong organization skills, tact, and creativity; attention to detail; efficiency in handling problems; coordinating and reviewing budgets; handling several tasks simultaneously and sometimes unexpectedly; working in a fast-paced environment; and commitment to completing tasks to the highest standards.
7 Experience in a student management system software (i.e. Colleague by Ellucian) and operating a personal computer and proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and presentation software.
8 Work as part of a team to ensure a positive, proactive, professional, efficient, and effective office environment, and will be proactive in simplifying systems, increasing use of University enterprise software, and reducing paperwork.
9 Exercise considerable judgment, initiative and discretion based on knowledge of University policies and procedures and working collegially with an administrative team.
10 Ability to handle confidential matters with discretion and tact; maintain composure and competence under pressure; and be detail-oriented. Must be able to prioritize essential tasks, have initiative, be self-directed with good decision-making skills; and have the capacity to be a strong team player.
11 Exercise the highest standard of confidential, integrity and professionalism in all duties.
12. Bachelor's degree from an accredited institution and 5 years experience providing administrative support to a high-level manager, preferably in higher education and/or non-profit setting; or, an equivalent combination of education and experience.

Preferred Qualifications:

1. Masters degree from an accredited institution.