Executive Assistant

Executive Assistant

locations

Remote, USA

time type

Full time

job requisition id

R 2022 910

Position Summary

The Executive Assistant provides high-level, professional administrative support, complex project management, and manages daily activities for the offices of the Vice Provosts for Academic Affairs. This position manages heavy calendaring, travel coordination, arranges meetings, conferences and special events, conducts sensitive and diplomatic internal and external communications, and leverages a solid understanding of the University’s infrastructure, programs, and strategic initiatives to conduct business matters. This position will conduct data reporting, support operations and assist with student and faculty success initiatives. The Executive Assistant serves as a critical point of contact and coordinator for cross-functional communications and tasks, interfacing with multiple stakeholders across the University.

Essential Functions:

• Manages a variety of special projects based on business needs of the Vice Provosts of Academic Affairs.
• Using independent judgment and discretion, responds to various, complex inquiries from across the NU community (students, staff, faculty), at all organizational levels, as well as the external community.
• Responds to a variety of incoming business communications, including screening and referring (as appropriate) incoming requests as well as initiating outgoing business communications, maintaining strict confidentiality regarding sensitive information and situations.
• Provides exceptional customer service on behalf of the respective Offices of the Vice Provosts of Academic of Affairs and assists in maintaining an environment that is sensitive and responsive to the needs of the University’s internal and external communities.
• Manages heavy calendars. Coordinates, schedules, assist with preparation for and ensures overall setup of internal and external meetings, changing schedules as necessary. Using independent discretion (aligned to each Vice Provost’s priorities) prioritizes and manages placement of items on each of the Vice Provost’s heavily impacted calendar. Coordinates logistics for onsite and virtual meetings. Records meeting minutes as necessary.
• Coordinates travel arrangements for the Vice Provosts, including the pre-planning of domestic and international travel plans, all necessary preparations, reservations, and approvals, for University-related activities.
• Processes travel and business expense reimbursements, Professional Development requests and reimbursements, and invoices and check requisitions for the Vice Provosts.
• Proofreads correspondence, reports and presentations for format and accuracy. Obtains and/or prepares materials in anticipation of forthcoming meetings and assignments.
• Develops, updates, and prepares memos and letters for signature.
• Conducts research, compiles, and synthesizes information required by the Vice Provosts with respect to projects or engagement with internal or external parties. For example, may analyze and review data, summarize key data points, prepare high-level reports and highlight areas of concern for the Vice Provost’s review.
• May track, report, and analyze on budget expenditures in collaboration with the Vice Provosts.
• Uses various software applications, such as spreadsheets and graphics packages to create, compile, and format data, reports and presentations.
• Reconciles credit card expenses for the Vice Provost. Coordinate legal documents with University counsel on behalf of the Vice Provost as needed.
• Reviews expense forms for compliance with University policies prior to final approval.
• Facilitates special events as needed.
• May assist with new hire orientations for leaders and key staff to the Office of the Vice Provost for Accreditation and Assessment as requested as well as coordination of office equipment for new and separating staff.
• Addresses administrative department matters (as appropriate) on behalf of the executive during absences.
• Other job-related duties as assigned.

Supervisory Responsibilities: N/A

Requirements:

Education & Experience

• Bachelor’s degree in Business Administration or related field and six (6) years’ experience in general office support to include three (3) years’ experience in an administrative support role managing C-Level executives, or equivalent combination of education and experience

Competencies/Technical/Functional Skills

• Ability learn and use essential software such as (including but not limited to): Salesforce.
• Ability to create email distribution lists, manage data, assist in building out SharePoint sites (in conjunction with IT), create digital presentations in software platforms (such as PowerPoint).
• Ability to track, report, and analyze the budget in collaboration with leadership.
• Strong ability to prioritize according to business need and manage multiple assignments/projects simultaneously in a fast-paced environment.
• Strong time management skills; managing simultaneous projects and deadlines.
• Ability to drive towards achieving measurable and challenging goals to support organizational success. Demonstrates the ability to focus on achieving results consistent with the organization’s objectives. As a leader, develops goals based on the organization’s vision, mission, strategic goals and objectives.
• Working knowledge of principles and best practices of office management within a higher education environment, preferred.
• Ability to understand and discern of underlying organizational issues.
• Strong demonstrated ability to exercise professionalism, diplomacy and tact in representing a high-level executive, to internal and external stakeholders.
• Demonstrated ability to maintain confidentiality regarding sensitive information.
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individual of constituencies in a diverse community.
• Ability to use independent judgment and discretion to manage and impart confidential information.
• Strong demonstrated knowledge of supplies, equipment, services, ordering and inventory control, general office equipment.
• Solid analytical, critical thinking skills.
• Strong problem-solving skills, with attention to detail, and dependable, consistent follow-through.
• Ability to participate as an active team member of the team and organization and work toward a common goal. Contributes fully to the team effort and plays an integral part in the smooth running of teams without necessarily taking the lead.
• Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself.
• Actively seeks to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
• Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting-edge programs/processes. Ability to generate and/or recognize imaginative or creative solutions that generate successful outcomes.
• Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.
• Intermediate use of computers and Microsoft Office Suite Applications such as Word, Excel, Power Point, Outlook.

Location: Remote

Travel: Travel required as necessary and may include quarterly college/school meetings, commencement, and biannual leadership team retreats

National University is committed to maintaining a high-quality, diverse workforce representative of the populations we serve. As a network of nonprofit educational institutions, the System employs more than 3,300 faculty and staff and serves over 41,000 students. We are united in our mission to meet the global education demands of the 21st Century and are dedicated to creating a supportive academic and work environment that allows for students, faculty and staff to develop their interests and talents while experiencing a sense of community and a commitment to diversity. With programs available both online and at our many campus locations, National University is a leader in creating innovative solutions to education and meeting the needs of our diverse student population, including adult learners and working professionals.

National University offers an opportunity to work in an innovative environment that supports diversity.

National University (NU) is proud to be an equal opportunity employer and does not unlawfully discriminate against any employee or applicant for employee per applicable federal, state and local laws. At NU, a diverse mix of highly talented, innovative and creative people come together to make the impact of a lifetime for each of our student learners. All qualified applicants will receive equal consideration for employment, education, and admission at National University. We are focused on equality and believe deeply in diversity of race, color, ancestry, age, family care status, veteran status, marital status, creed, religion, sex, gender, sexual orientation, religion, ethnicity, national origin, and other legally protected group status.