Executive Assistant II

** Salary:** $55,000.00 - $65,000.00 (Based on selected hire’s qualifications)
* This position may require work beyond normal  office hours and/or work on weekends
* This position may direct and/or evaluate the work of others
* Ability to lift and carry materials or equipment for event setup and shipment preparation.
* Ability to stand for prolonged periods during large-scale events such as Graduate Commencement and New Graduate Student Orientation.
* Ability to travel between campus locations as needed for meetings and event coordination.
* Manages complex calendars and long-range scheduling for the Leadership Team, anticipating conflicts and aligning priorities.
* Coordinates meetings, prepares agendas, tracks action items, and ensures timely follow-up. ·
* Drafts, edits, and formats high-level correspondence, reports, and presentations with precision and adherence to branding standards. ·
* Screens and prioritizes communications, exercising sound judgment and discretion with confidential and sensitive matters.
* Serves as a trusted liaison and gatekeeper, managing access and requests on behalf of leadership.
* Provides administrative and logistical support for cross-functional initiatives, committees, and strategic projects.
* Facilitates communication across Graduate School units and with external stakeholders to ensure clarity and alignment.
* Collaborates with Executive Assistants within the Leadership Team suite to foster a cohesive, high-performing environment that delivers consistent executive-level support.
* Oversees budgets for assigned units; monitors expenditures, reconciles accounts, and prepares accurate financial summaries and reports.
* Assists the Leadership Team with annual budget development, forecasting, and cost analysis to support strategic decision-making.
* Maintains and updates financial and administrative records to ensure compliance and accessibility.
· Coordinates procurement of supplies and services, including vendor communication and invoice tracking for timely processing.
* Processes purchasing, travel, and reimbursement transactions in Emburse with accuracy and attention to policy requirements.
* Arranges and manages travel logistics for Leadership Team members, ensuring efficiency and cost-effectiveness.
* Leads planning and execution of events involving the Leadership Team, including conference logistics, travel coordination, presentation preparation, and material shipment.
· Identifies and implements process improvements to enhance fiscal efficiency, compliance, and accountability across operations.
* 10%:
Facilities, Technology and Project Coordination
* Supervises and provides day-to-day direction to student workers in the Leadership Team suite, including scheduling, training, and task delegation. May also guide and support temporary or administrative staff to ensure consistent service delivery and operational efficiency.
* Offers guidance to maintain effective service delivery and professionalism across all interactions.
* Performs additional administrative or project-based duties as assigned to support the mission and goals of the Graduate and Professional School.
* Performs additional administrative or project-based duties as assigned to support the mission and goals of the Graduate and Professional School.
** Required Education
**** and Experience
*** Bachelor’s degree or equivalent combination of education and experience.
* Four years of administrative experience supporting executives, directors, or senior administrators.
* Experience in higher education administration, executive-level support, or projects.
* Experience coordinating HR processes, maintaining personnel records, and supporting employee lifecycle activities.
* Experience managing budgets, procurement, and travel reimbursements using systems such as Emburse.
* Experience coordinating technology inventory, annual refresh cycles, and facilities logistics in collaboration with IT and campus services.
* Familiarity with university systems, policies, and compliance standards.
* Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally with internal and external…