Executive Assistant

Job Description

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply.

Applications will be reviewed on a rolling basis until the position is filled.

Please go to University Profile for more information about DePauw.

This position is grant-funded through a grant from the Lilly Endowment until September 2029.

POSITION SUMMARY

DePauw University is seeking a detail-oriented and proactive Executive Assistant to support the Project Director and Community Liaison for the Growing Green and Gold Together initiative, funded by the Lilly Endowment. This role is essential for the smooth operation of the project, providing administrative and organizational support to ensure the successful execution of this community-focused program.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

Administrative Support:

• Provide comprehensive administrative support to the Project Director, including managing calendars, scheduling meetings, and organizing travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents as required by the Project Director.
• Assist in the preparation and submission of grant-related documentation, reports, and communications.

Project Coordination:

• Assist in coordinating project activities, including meeting logistics, event planning, and community outreach efforts.
• Maintain project files, records, and databases, ensuring accurate and up-to-date information is available for the project team and stakeholders.
• Support the tracking of project timelines, deliverables, and budgets, providing regular updates to the Project Director.

Communication:

• Act as a point of contact for internal and external stakeholders, managing inquiries and directing them to the appropriate parties.
• Assist in the development and dissemination of communication materials, such as newsletters, social media posts, and promotional content related to the Growing Green and Gold Together initiative.
• Facilitate communication between the Project Director, project team, community partners, and university departments.

Meeting and Event Support:

• Schedule and coordinate meetings, including preparing agendas, distributing materials, and recording minutes.
• Assist in the planning and execution of community events, workshops, and other project-related activities.
• Ensure follow-up actions from meetings and events are tracked and completed in a timely manner.

Financial and Grant Management Support:

• Assist with budget tracking and financial reporting, including processing invoices, expense reports, and reimbursements.
• Maintain accurate records of all financial transactions related to the grant, ensuring compliance with grant guidelines.
• Support the Project Director in monitoring grant expenditures and preparing financial reports for the Lilly Endowment.

Other duties as assigned.


POSITION QUALIFICATIONS

Competency Statement(s)

• Accuracy - Ability to perform work accurately and thoroughly.
• Active Listening -- Ability to actively attend to, convey, and understand the comments and questions of others.
• Analytical Skills - The ability of the individual to gather raw data and to process that data into a meaningful form.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Customer Oriented - A desire to serve both external and internal clients by focusing effort on meeting the clients' needs, understanding their concerns, and seeking to build trust.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.
• Interpersonal - Ability to develop and maintain relationships with others.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Self-Motivated - Ability of the individual to reach a goal or perform a task with little supervision or direction.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

Requirements

Education: Associate's degree required; Bachelor's degree preferred. Relevant experience may substitute for formal education.

Experience: Minimum of 2 years of experience in an administrative or executive assistant role, preferably in a higher education, nonprofit, or local municipality setting.

Communication/Language: Intermediate: Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software tools.

Other Requirements:

• Strong organizational and time management skills, with the ability to manage multiple tasks and priorities effectively.
• Excellent written and verbal communication skills, with attention to detail and accuracy.
• Ability to work independently and as part of a team in a fast-paced, dynamic environment.
• Experience with budget management and financial reporting is a plus.