Executive Assistant

Executive Assistant

Job no: 528207
Work type: Officer of Administration
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support

Department: College of Education, HEDCO Institute
Appointment Type and Duration: Regular, Ongoing
Salary: Commensurate with experience.
Compensation Band: OS-OA06-Fiscal Year 2021-2022
FTE: 1.0

Application Review Begins
September 30, 2021; position open until filled

Special Instructions to Applicants
Complete applications must include a cover letter, resume, and contact information for three professional references.

Department Summary
The HEDCO Institute is a research and outreach unit within the University of Oregon (UO) College of Education (COE), which aims to close the gap between educational research and practice. The HEDCO Institute's core mechanism for improving practice is through the conduct of authoritative rapid evidence reviews and research syntheses that meet the immediate decision-making demands of local, state, and national school leaders. The work of the HEDCO Institute is carried out by a team of faculty and staff who work collaboratively with affiliated faculty at the UO and an external advisory board comprised of research and policy partner institutions, school leadership organizations, professional societies, foundations, and business and industry partners. The HEDCO Institute also provides research and outreach training and experience to students from across the COE and the UO.

The HEDCO Institute is a central research and outreach unit in the COE that operates within the Dean's Office. Functions of the HEDCO Institute thus have an effect on the entire college as well as external alumni, donors, and community partners.

Position Summary
The Executive Assistant (EA) is responsible for providing high-level administrative and project management support for the Executive Director of the HEDCO Institute. The position requires the ability to anticipate problems, work independently with a high level of accuracy, and exercise good judgment with regard to highly sensitive/confidential issues. It is essential that the EA possess excellent administrative and interpersonal skills as well as the political acumen to work with a diverse and inclusive campus community of faculty, staff, students, administrators, donors, university offices, and external partners. The EA will actively support the College's commitment to placing student access, success, and experience at the center of the instructional, research, and outreach missions of the HEDCO Institute.

This position coordinates the information and communication flow to and from the Executive Director and effectively manages the Executive Director's extensive meeting and travel schedule. The EA maintains the Executive Director's calendar, coordinates appointments, assists with and manages projects, assists with and manages HR and personnel related issues, and collaborates with others to plan events/functions. The EA prepares agendas and collects materials for meetings, speeches, and conferences; and takes notes and keeps records of proceedings as required.

This position reports to the HEDCO Institute Executive Director. The EA must be willing to work occasional hours outside the traditional workweek.

There is potential for this position to be fully or partially remote.

Minimum Requirements

• Bachelor's degree OR equivalent combination of skills, experience, education, and training.
  
• Three years' experience providing confidential executive support that includes experience managing a calendar for an executive-level position.
  
  Professional Competencies
  
• Ability to prioritize tasks, work independently, manage projects and initiatives, and solve problems.
  
• Ability to organize time-sensitive and complex work.
  
• Ability to produce professional correspondence and attractive presentations, following outlined branding standards.
  
• Exceptional oral and written communication skills, including the ability to write and speak on behalf of the HEDCO Institute Executive Director.
  
• Ability to interact professionally with all levels of the University of Oregon community and its constituencies.
  
• Ability to work effectively with students, faculty, and staff from a variety of diverse backgrounds in support of creating a welcoming and inclusive environment.
  
• Proficient computer skills for word processing, spreadsheet, database, and desktop publishing.
  
• Integrity in dealing with confidential information.
  
• Flexibility to shift directions quickly when priorities change and deliver against tight deadlines.
  
  Preferred Qualifications
  
• Experience in handling correspondence and travel for an executive in a higher education setting.
  
• Experience with public relations in a large complex organization.
  
• Experience providing human resources support.
  
• Experience with web design applications, Advance, and Concur.
  
  FLSA Exempt: Yes
  
  All offers of employment are contingent upon successful completion of a background inquiry.
  
  The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.
  
  The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
  
  UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.
  
  In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at http://police.uoregon.edu/annual-report.
  
  
  
  To apply, visit https://careers.uoregon.edu/en-us/job/528207/executive-assistant
  
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