Executive Assistant

The Executive Assistant provides administrative and operational support to an Executive Office. The Executive Assistant provides advanced support on highly confidential and sensitive matters, and performs a wide range of administrative duties.

• Provides administrative support to the Vice President for Student Success and Student Life.
• Answers and responds to phone calls in a polite and professional manner.
• Screens incoming correspondence and determines appropriate actions to take.
• Maintains comprehensive, organized, and accurate records.
• Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.
• Generates weekly and monthly giving reports.
• Writes and edits emails, drafts memos, prepares preliminary drafts of communications and presentations to include proofreading.
• Manages the VP's calendar, including making appointments and prioritizing the most sensitive matters, organizing meetings, scheduling appointments, and sending appointment reminders.
• Plans, coordinates, and executes the Vice President's Office meetings and special events (i.e., space reservation, catering orders, technology set-up).
• Assists with major university-wide events.

• Performs all other duties as assigned

Direct Reports:

• Supervises student workers

Delegation of Work:

• Regularly assigns work to subordinate(s)

Supervision Given:

• Supervises the work of student and/or temporary employees.

Required Education:

• Bachelor's degree

Required Experience:

• Minimum of three (3) years of related job experience

License/Certification:

• Must maintain a valid, current driver's license

• Experience working in higher education.

Knowledge:

• Comprehensive knowledge of general office administrative tasks and procedures

Skills:

• Strong analytical and problem-solving skills
• Excellent interpersonal skills
• Excellent communication skills, verbal and written.

Abilities:

• Ability to work with confidential or sensitive information
• Ability to communicate effectively with a wide range of individuals and constituencies in a diverse university community

Primary Work Location:

• Works in an office environment

Physical Demands:

• Work is usually performed in a typical, comfortable interior work environment which does not subject the employee to any unpleasant elements;
• May occasionally be required to work in inclement weather conditions
• Individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks
• Must be able to move up to 10lbs

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Computer/Automated System Proficiency

• Proficient in the use of university applications or automated systems to perform job duties.
• Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.

Problem Solving

• Formulates plans and strategies to proactively resolve anticipated problems.
• Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
• Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.

Writing Proficiency

• Demonstrates the ability to express information clearly and concisely in writing.
• Formulates and writes information to effectively communicate messages, ideas, and/or concepts for the intended recipient or audience.
• Uses appropriate words and tone, and correct grammar.