The position Executive Assistant to the Provost is a full time exempt position of 40 hours per week providing direct assistance and reporting to the Provost. This individual is responsible for representing the Office of the Provost internally and externally; organizing the Provost’s schedule, correspondence and travel arrangements; managing the daily operations and finances of the Office; assisting the Provost with meeting preparations and meeting minutes; and participating in any College-wide efforts such as accreditations, audits, fundraising events, etc. The Executive Assistant also serves as a liaison to the President’s Office, Board of Trustees, and senior leadership team, and oversees special projects. Includes other duties as assigned by the Provost. The position may require some evening and/or weekend hours.
The ideal candidate for this position should be very punctual, organized, detail oriented, flexible, and should have a “can do” attitude.
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- Responsibilities and Duties
- Representing the Office of the Provost
- Greets and directs visitors, answers phone calls, keeps the Provost’s office space neat and organized
- Keeps a well-organized and systematized database of records
- Accompanies the Provost to meetings as requested
- Answers Provost’s phone, checks voice messages, makes calls as directed
- Manages Provost’s email correspondence
- Schedule and Travel
- Maintains daily calendar; flags deadlines
- Arranges meetings as requested
- Arranges schedule to accommodate travel arrangements
- Arranges hotels, flights, rentals and registrations
- Creates and maintains easily accessible database of contacts for the Provost
- Manages Provost’s expense reports, credit card, and reimbursements
- Collaborates with other departments to ensure the smooth operations of the Provost’s office
- Serves as a liaison to the Board of Trustees and senior leadership team
- Oversees special projects
- Keeps track of Provost’s professional registrations and license renewals
- Attends once a month All Staff meetings, as well as other internal meetings as directed
- Handles confidential information with poise, tact and diplomacy
- Organizes and coordinate events sponsored by the Provost
- Standards of Professionalism
- Team and Interpersonal skills: Success in this position requires positive relationships with other team members including support staff and more senior staff. These persons must thus be approached in a way that makes them feel valued as individuals and team members and takes into account the necessities of work as seen from their perspective.
- Service orientation: Success in this position requires a service-oriented perspective in which, to the greatest extent possible, students and faculty are treated in such a way as to feel valued and well served in their contacts with the school through you.
- Confidentiality and discretion: Success in this position requires the ability to maintain the confidentiality of prospective/student and faculty records, as well as the ability to discern when it is appropriate to divulge privileged, if not necessarily confidential, information.