Executive Administrative Assistant

Responsibilities and Duties

• Administrative Support:
  Provide comprehensive administrative support to both AVPs and DBO, including calendar management, meeting coordination, travel arrangements, and expense reporting. Prepare, edit, and distribute correspondence, reports, presentations, and other documents on behalf of the AVPs and DBO. Maintain confidentiality and discretion in handling sensitive information and communications.
• Office Management:
  Oversee daily operations of the Facilities Management office, ensuring a professional, organized, and responsive environment. Manage office supplies, equipment, and vendor relationships to support operational needs. Coordinate onboarding and administrative support for new staff within Facilities Management.
• Communication & Coordination:
  Serve as a liaison between the AVPs, DBO and internal/external stakeholders, including senior campus leadership, contractors, consultants, and departmental staff. Draft and disseminate communications on behalf of the AVPs and DBO, ensuring clarity, professionalism, and alignment with institutional priorities. Coordinate and track follow-up actions from meetings, ensuring timely completion and accountability.
• Project & Event Support:
  Assist in planning and executing departmental events, meetings, and workshops, including logistics, materials preparation, and attendee coordination. Support special projects and initiatives led by the AVPs and DBO, including data gathering, scheduling, and progress tracking.
• Strategic Scheduling:
  Proactively manage complex calendars for both AVPs and DBO, balancing competing priorities and ensuring optimal use of time. Coordinate high-level meetings with campus leadership, external partners, and project stakeholders, often involving multiple departments and tight timelines.
• Records & Documentation:
  Maintain organized records of departmental activities, communications, and project documentation. Ensure compliance with institutional policies and procedures related to records retention and administrative processes.
• Recruitment:
  May assist with coordination of personnel requirements for the department with the University’s human resources office to include entering requisitions into Taleo, scheduling interviews, follow up with candidates.
• Performs other necessary duties as required. Ensures confidentiality of all information.

• High school diploma.
• Four years of experience providing administrative support to senior leadership.
• Experience in a higher education setting preferred.