Job Overview

The Executive Administrative Associate provides high-level administrative support for the Vice Provost, performs complex duties requiring confidentiality and the ability to work independently with sound judgment, discretion, and a sense of urgency. The position will be in-person four days per week, but following onboarding and training, some work location flexibility is possible. Professional development is a core value, and this role provides a pathway for growth in team leadership, along with opportunities to collaborate cross-functionally with senior stakeholders.

Essential Functions

• Provide comprehensive executive support that enables the Vice Provost to focus on strategic, organizational, and institutional priorities by independently managing administrative demands, coordinating priorities, and anticipating operational needs.
• Serve as a strategic administrative partner to the Vice Provost, anticipating needs, identifying competing priorities, and independently addressing matters within delegated authority.
• Independently manage a complex executive calendar, exercising discretion and sound judgment in prioritizing meeting requests, resolving scheduling conflicts, coordinating with senior university leadership and external stakeholders, and protecting time for strategic priorities and meeting preparation.
• Manage the executive’s workflow by tracking priorities, commitments, deadlines, decisions, and follow-up items and proactively ensuring timely completion.
• Coordinate executive meetings, leadership meetings, retreats, and special events, including scheduling, agendas, materials, logistics, meeting notes, action items, and follow-up.
• Manage and coordinate executive-level projects and strategic initiatives from planning through completion, including developing work plans, establishing timelines and milestones, coordinating stakeholders, monitoring deliverables, and maintaining project documentation.
• Maintain tracking systems for executive priorities, projects, commitments, decisions, action items, and deadlines; proactively follow up with responsible parties and identify risks, delays, or issues requiring executive attention.
• Coordinate cross-functional initiatives involving multiple university offices and stakeholders; facilitate communication, identify dependencies, prepare status reports and briefing materials, and support timely execution of executive priorities.
• Draft, edit, research, and coordinate executive-level correspondence, communications, reports, presentations, briefing materials, and other documents, ensuring accuracy, appropriate tone, and confidentiality.

Additional Essential Functions

• Screen and evaluate incoming and outgoing correspondence and inquiries, preparing responses as appropriate and determining matters requiring escalation to the Vice Provost.
• Analyze, synthesize, and interpret information and data to support executive decision-making, planning, reporting, and special initiatives.
• Serve as a primary liaison and resource for university leaders, administrators, faculty, staff, and external constituents, responding to inquiries, facilitating communication, and determining matters requiring executive attention.
• Manage the day-to-day operations of the office, serving as the primary liaison with Facilities Management, Parking Services, Public Safety, and other university service units. Coordinate office access, keys, identification badges, supplies, business cards, maintenance requests, emergency notifications, and other operational needs to ensure the office functions efficiently.
• Manage executive travel and related logistics, including transportation, lodging, conference and event registration, itineraries, meeting requirements, and speaking engagements; prepare and process travel authorizations, expense reports, and reimbursements in accordance with university policies and procedures.
• Provide leadership by serving as a unit resource, consultant, and liaison for directors and administrators within the designated unit.
• Perform related duties based on departmental need. This job description can be changed at any time.

Required Education

• Bachelor's Degree
• Eight (8) years of relevant education, experience and/or other specialized training can fulfill minimum education and experience requirements

Required Experience

• Five (5) years of relevant administrative experience.

Additional Qualifications Considered

• Proficiency in Microsoft Office suite
• Excellent communication and interpersonal skills
• Project Management certification

Physical Requirements/Work Environment