Executive Assistant (3181)

Summary/Objective

The Executive Assistant provides executive level administrative support to the Vice President, of Undergraduate Enrollment, Campus Life and Inclusive Excellence. This includes, but is not limited to, maintaining calendars, making travel arrangements, coordinating meetings, and preparing meeting agendas and materials. The Executive Assistant also liaise with senior management teams in OCL, IE, and Office of Enrollment Services and board members as needed. Position assist with student case management, special projects, and division meetings, orientation, and retreats. The Executive Assistant must take initiative, be forward thinking, enjoy working in a high pace and diverse environment. Must be able to manage highly sensitive matters with a high level of confidentiality and discretion is critical especially with regard to decisions directly impacting the department and AU community. The ideal individual will have the ability to exercise good judgment as well as exhibiting strong written and verbal communication, administrative, and organizational skills. Ability to manage multiple priorities is key to success.

Essential Functions

1. Administration: The Executive Assistant provides administrative support to the Vice President including managing the calendar, managing schedule requests, and frequently in collaboration with other direct reports. This position coordinates logistics for meetings including managing the attendee invites and responses, preparing materials and agendas and, if necessary, takes minutes. Assist with student/parent issues. Assist with student case management on behalf of the VP. Arrange travel and accommodations for the Vice President. Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff. Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance. Facilitates the resolution of administrative issues identified; acts as liaison between departments to using foresight to resolve administrative issues. Use discretion, confidentiality, and good judgment to handle C-Level matters.
2. Projects and Operations: The Executive Assistant provides project management support. Responsible for the direct management and oversight of the day-to-day operations of the VPs Office, ensuring the office runs smoothly. Directs special projects and programs as initiated by the Vice President – such as departmental meetings, and event planning (orientation, retreats, staff gatherings, and others). Handles queries, questions, concerns and requests on behalf of the Vice President, working to solve problems, and work proactively with issues and people. Tracks progress of assignments. Coordinates advertising, selection and review for restricted student scholarships under the umbrella of Campus Life. Server as a liaison/point of contact between the University community, cabinet member offices and the Office of the VP. Supervises part time staff (graduate assistant, work study students) to include hiring, onboarding, coaching and time sheet management.
3. Purchases and Finances: Responsible for managing administrative expenses related to the VP office to include event expenses, reconciling purchasing cards and managing office supplies. Responsible for maintaining vendor accounts for the VP Offices.
4. Other: Performs additional duties as assigned by Vice President

Supervisory Responsibility

• This position supervises part time staff (graduate assistant/work study).

Position Type/Expected Hours of Work

• Full time
• Exempt

Required Education and Experience

• Bachelor's degree or equivalent
• 4-6 years of relevant experience
  • Must be extremely organized and have excellent written and oral communication skills.
  • Ability to maintain a calm demeanor under pressure. Must be able to successfully multi-task and prioritize workload, handle difficult situations and interact with senior leadership as well as general constituency.
  • Customer service focus - dedicated to meeting the expectations of the Vice President and community members while interfacing at all levels of the university.
  • Excellent communicator - able to interact with people of all levels in a confident, professional manner.
  • A Commitment to excellence - perform duties at the highest level possible on a consistent basis very high level of discretion is required from this position due to exposure and access to highly confidential and sensitive information
  • Flexible hours as dictated by the needs of business for projects and meetings.
  • Team player - have team-oriented experience and approach and a commitment to diversity and inclusion
  • Ability to problem solve with urgency.
  • Experience with Microsoft Office suite.

Preferred Education and Experience

• Bachelor's degree or equivalent
• 4-6 years of relevant experience

Additional Eligibility Qualifications

• Advanced Proficiency using Microsoft Office suite including Word, PowerPoint, and Excel to develop briefings, presentations and reports and conduct data analysis.
• Ability to provide high levels of customer service and exercise tact and diplomacy while interacting with university staff and faculty on sensitive matters.
• Proven ability to work cross functionally, influence others and problem solve.
• Experience with Colleague Student System a plus
• Must be willing to work non-standard hours (evenings and/or weekends) when needed
• Hiring offers for this position are contingent on successful completion of a background check.
• To ensure the health and safety of our community AU requires COVID-19 vaccinations for faculty and staff. Click here to learn more about our health and safety directive .

Benefits

• Click here to learn about American University's unique benefit options.
  
  

Others

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Nearest Major Market: Washington DC