Executive Assistant to Provost

Job Summary

The Executive Assistant provides administrative support of a substantial and confidential nature to an executive member of the University Cabinet. The work requires knowledge of the executive's organizational area and university operations, policies, and procedures. Acting autonomously, the position anticipates the executive's needs, proactively solves problems and/or independently handles issues in matters of significance on behalf of the executive.

Florida Gulf Coast University is committed to establishing and maintaining an inclusive working and learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of the campus life reflect a diverse, multi-cultural, and international worldview.

At FGCU, we collectively stand against any individual or group that practices any form of racism, discrimination, intolerance, hate expressions, or disrespect. We are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, religious beliefs, abilities, ages, gender identities, sexual orientations, socio-economic status, cultural traditions, family statuses, and military backgrounds. FGCU strives to hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our University stronger. The University community recognizes the importance of a diverse and inclusive institution and holds these ideals as paramount for the current and future success of the institution.

We seek colleagues who promote and embrace diversity, equity, and inclusion. We encourage individuals from diverse backgrounds to apply for this position as we believe that our University will grow and move forward through a commitment of equality for all.

Job Description

Typical duties include but are not limited to:

• Provides high-level administrative assistance to the executive, including responsibilities such as managing a complex calendar, composing correspondence, and developing presentations. Uses expert judgment in prioritizing meetings and commitments.
• Independently collects information, conducts research, and prepares materials for use in discussions/meetings of the executive, other staff, and outside individuals or for decision-making purposes.
• Acts as a liaison to trustees, cabinet, deans, department directors, faculty, staff, and students and responds to inquiries or relays directives.
• Organizes and manages events and programs for the Office of Provost.
• Assists the executive with development, evaluation, and implementation of policies, goals, and objectives.
• Draft, review, and send communications on behalf of the Provost.
• Determine priority of matters of attention for the Provost; redirect matters to direct reports to handle, as appropriate.
• Manage, coordinate, and arrange Provost's travel and travel-related activities, including hotel booking, transportation, and meal coordination.

Other Duties:

• Other job-related duties as assigned

Additional Job Description

Required Qualifications

• Bachelor’s Degree for an accredited institution in an appropriate area of specialization.
• Five years of professional full-time experience as an executive assistant or administrative assistant to a senior management level position.
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).

Preferred Qualifications

• Work experience in a higher education setting.
• Experience with Workday.

Knowledge, Skills & Abilities

• Excellent interpersonal and organizational skills and the ability to prioritize.
• Outstanding customer service ethic with the entire range of constituents that interact with the Provost's office.
• Excellent verbal and written communication skills.
• Ability to perform and communicate in a highly professional and effective manner in a rapidly-changing environment.
• Ability to work with and process confidential information with discretion and sensitivity.
• Ability to exercise initiative, judgment, and problem-solving skills to complete work, take responsibility and make decisions based on solid analysis and interpretation.
• Ability to relate and work effectively with University employees, faculty, students, and the general public in a collegial, cooperative, and respectful manner.
• Proficiency is required in the use of word processing, database and spreadsheet, presentation, email, and electronic calendar software (MS Word, Access, Excel, PowerPoint, and Outlook).
• Ability to maintain effective working relationships within the office as well as with other academic and administrative divisions.
• Ability to be resourceful and creative.
• Ability to coordinate, delegate, and implement assignments to meet deadlines.
• Ability to understand and apply personnel rules, policies, and procedures.
• Ability to work in a multicultural environment and to interact effectively with a broad spectrum of internal and external constituents.
• Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes equity and inclusion.
• Problem-solving skills are required in discerning when and how to re-route or solve issues that can be handled at a lower level first and knowing when issues need the immediate attention of the Vice President.

The position is “open until filled.” However, applications received by May 17, 2022 will receive priority consideration.

FGCU is an EOE AA /F/Vet/Disability Employer.