Executive Assistant

Posting Title

Executive Assistant

Overview

Provide high-level administrative and operational support to the Senior VP/CFO/COO/Treasurer and General Counsel.

This position is responsible for ensuring seamless administration of the offices, overseeing daily operations, coordinating confidential matters, and serving as a key liaison across the University and with key stakeholders.

Key responsibilities include preparing materials for the Board of Trustees committee meetings, supporting executive schedules and travel, and ensuring timely follow-up on action items. The Executive Assistant drafts and edits correspondence, presentations, reports and briefings, while maintaining systems to track deadlines and deliverables.

In addition, this position supports attorneys in the Office of General Counsel by collecting and analyzing data, preparing legal filings with government agencies, drafting litigation update and audit letters, and assisting with witness coordination.

The position also supports the Finance and Administration (F+A) team, including supporting F+A leaders with university priorities. The role also manages communications, scheduling, and financial tasks for the offices, prepares reports, and maintains web pages.

Success in this role requires excellent judgement, discretion, and organizational skills, as well as the ability to build strong and collaborative relationships across all levels of the university.

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $65,.

Responsibilities

* Serves as the office manager for the Senior VP/CFO/COO and General Counsel. Prepares correspondence, briefings and presentations for internal and external audiences.

* Manage financial tasks including assisting in formation of annual budget for each individual office, paying invoices, paying necessary filing and registration fees, and purchasing office supplies from their associated accounts.

* Trustee Support:
Assists in all support and logistics for Board of Trustees and other committee meetings. Prepares draft resolutions for Finance, Audit and Facilities committees. Schedules rooms and makes arrangements for needed equipment, meals, etc. Assists in preparing materials for meetings and mailings. Works with F+A division executives to prepare materials. Maintains the annual BOT and committee schedules, including staff deadlines for submitting materials to the VP, and mailing dates.

* Primary Liaison between Office of General Counsel for Coordination of Outside Counsel support on immigration matters. Collecting information and documents from university entities to support filing of visa and immigration filings.

* Provide support to the lawyers and consultants in preparing, revising and finalizing legal documents. Keep signature log and calendar for office.

* Schedule meetings, make preparations for group meetings and training sessions. Hire, train and supervise student workers.

* Attends staff and other meetings, provides support on all needed follow-up actions and tasks, and schedules necessary follow-up meetings. Provide Board Subcommittee and committee minutes for review and approval.

* Serves as a back-up to senior staff in the office to maintain smooth, continuous operations and coverage of the office throughout the day and during absences.

* Supports the maintenance and updating of the OGC and Finance and Administration divisions' web pages using the University's content management system.

Qualifications

* Associate's Degree, w/4 Years or more of demonstrated experience.

* or a Bachelor's Degree, w/2 Years or more of demonstrated experience preferred.

* Legal or paralegal studies or certification helpful but not essential.

* Three years or more working experience in an office environment (i.e, secretary, administrative assistant, etc).

* Demonstrated interpersonal, administrative, and problem-solving skills and ability to work independently and multi-task is key.

* Use of advanced electronic databases is required (e.g. Content Management System, Document Directory, Cardinal Station, etc.).

* Web content editing skills are preferred.

* Ability to take direction and work independently with little or no supervision.

* Highly organized and detailed-oriented.

* Working knowledge of MS Office and Google Docs.

* Paralegal certification/training is a plus.

* Knowledge of legal terminology and documents is preferred but not required.

* Professional and courteous, oral and written English is required.

* Must be able to maintain confidentiality.

* Collegiality necessary.

* Ability to initiate and follow through to completion on various administrative tasks.