Senior executive assistant, operations

The Senior Executive Assistant ensures that executives’ time, priorities, communications, and commitments are managed effectively and that the office operates with a high degree of organization, responsiveness, and professionalism.

This position will coordinate multiple complex scheduling and logistics. In order to be successful with this, the position will need to be up to date on university priorities. Therefore, it is expected for this position to also attend departmental meetings and select committee meetings. This role will also serve as a meeting coordinator, creating and maintaining meeting minutes, and preparing necessary materials. A high level of confidentiality is required.

The ideal candidate will have exceptional organizational skills, comfortable with multiple levels of evolving technology (Zoom, Teams, AI Platforms, SAP, etc.), strong interpersonal skills, and the ability to anticipate the needs of the unit. This position will initially be fully on-site, Monday – Friday, 9am – 5pm. The successful candidate will exercise considerable judgment, discretion, and initiative in managing sensitive matters and competing priorities. They will anticipate needs, identify potential issues before they arise, and create systems that enable the executives and the broader Operations leadership team to work effectively.

Essential Functions:

Essential Function 1:

• Coordinate and schedule, meetings, recurring commitments, events, and executive engagements. This includes booking travel and creating expense reports. Work closely with executive assistants and administrative leaders across the University to facilitate effective coordination and information flow.

Essential Function 2:

• Prepare and organize for meetings, including booking rooms, tracking attendees, setting up remote options, ordering catering, creating agendas, prepare and organize briefing materials, and taking minutes (when appropriate). Act as the Operations suite manager by greeting guests, ordering supplies, managing paper files, and creating/maintaining electronic databases. Minimal PO creation for specific vendors may be required.

Essential Function 3:

• Maintain confidential files, records, correspondence, and information requiring a high degree of discretion. Exercise considerable judgment, discretion, and initiative in managing sensitive matters and competing priorities. Will anticipate needs, identify potential issues before they arise, and create systems that enable the executives and the broader Operations leadership team to work effectively.

Essential Function 4:

• Coordinate with Assistant Vice President, Operations & Strategic Implementation on ongoing improvements to campus operations. This includes commencement, orientation, student move-in, and other special events or assignments.

Essential Function 5:

• Hire, train, and manage student employees.