Executive Assistant

Summary

Job Category:
Administrative Operations 
Job Title:
Executive Assistant
Job Category Definition:
Provide a wide variety of administrative support to individuals, groups, projects or programs.
Job Title Definition:
The Executive Assistant provides administrative support to executives and/or senior administrators including coordination of a variety of high-level, confidential, and sensitive internal and external communications; manages complex projects and events, coordinates travel arrangements, meeting logistics, equipment purchases, and budgetary expenditures; directs and oversees office operations including hiring, supervising, and training of office staff; develops and maintains positive liaison relationships with various internal and external customers including employees, executives, trustees, legislators, faculty, students, donors, alumni and the general public; compiles and coordinates data for a variety of complex reports, presentations, and oral/written communications. Duties are performed at various levels within the defined title. 
Working Conditions:
Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:
 

Levels

Level 1  

There is currently no Level 1.

Level 2  

There is currently no level 2.

Level 3 

Level Details
Job Code Salary Band FLSA Status
ADEA0203 I Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience

3+ years related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Provide administrative support for executive and/or senior administrator and direct support activities for all levels of the unit/association/department/organization
  • Manage internal and external communications including reviewing and screening incoming/outgoing personal and confidential correspondence and phone calls
  • Coordinate travel arrangements for executive and other individuals
  • Develop and maintain positive liaison relationships with various internal and external customers including employees, executives, trustees, legislators, faculty, students, donors, alumni and the general public
  • Research and compile information for communications such as talking points, speech scripts, responses to correspondence and presentations
  • Maintain calendar, pertinent databases, confidential files and systems
  • Arrange logistics for appointments and meetings; prepare agendas
  • Coordinate with Financial Officer on executive financial matters; prepare and monitor budget information
  • Coordinate complex projects, events, and programs
  • Provide administrative and logistical support for internal/external/national boards, committees and/or councils which the executive participates in, leads and/or sponsors
  • Coordinate input to and compile reports, records, and data
  • Participate in strategic planning process
  • Coordinate office operations, administrative functions, and direct staff work activities
  • Determine equipment and space needs for executive office
  • May supervise, train and provide performance input for assigned administrative staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4 

Level Details
Job Code Salary Band FLSA Status
ADEA0204 J Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience

4+ years related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Provide administrative support for executive and/or senior administrator and direct support activities for all levels of the unit/association/department/organization
  • Manage internal and external communications including responding on behalf of executive to personal and confidential correspondence and phone calls
  • May represent executive office
  • Coordinate with multiple units to assist in the resolution of issues and/or concerns; refer to appropriate University department(s) and/or resources
  • Assist in the coordination of and provide advice and input on strategic planning process
  • Coordinate consulting agreements and contracts
  • May approve expenditures for executive office
  • Coordinate travel arrangements for executive and other individuals, as necessary
  • Develop and maintain positive liaison relationships with various internal and external customers including employees, executives, trustees, legislators, faculty, students, donors, alumni and the general public
  • Research and draft communications such as talking points, speech scripts, responses to correspondence and presentations
  • Coordinate calendar, pertinent databases, confidential files and systems
  • Arrange logistics for appointments and meetings; prepare agendas
  • Coordinate with Financial Officer on executive financial matters; prepare and monitor budget information
  • Oversee complex projects, events and programs
  • Provide administrative and logistical support for internal/external/national boards, committees and/or councils which the executive participates in, leads and/or sponsors
  • Coordinate input to and compile reports, records and data
  • Determine staffing, equipment and space needs for executive office
  • Supervise office operations and administrative functions
  • May supervise, train and provide performance input for assigned administrative staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 5 

Level Details
Job Code Salary Band FLSA Status
ADEA0205 K Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience

5+ years of related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Provide administrative support for senior executive and direct support administrative activities for all levels of the organization
  • Ensure coordination of calendar items including preparation of relevant background materials, locations, confirmations, logistics, agendas and meeting follow-up items, as appropriate
  • Manage internal and external communications including confidential and complex issues by evaluating situation and referring to appropriate alternate responders and/or responding on behalf of executive as appropriate
  • May represent executive office
  • Interpret policies, procedures and reporting requirements; recommend changes as appropriate
  • Analyze information and compose communications such as talking points, speech scripts, responses to correspondence and presentations
  • Negotiate consulting agreements and contracts
  • Facilitate or chair various committees, meetings and/or events
  • May perform budget-related analysis and approve expenditures
  • Provide advice and input on strategic planning process
  • Develop and maintain positive liaison relationships with various internal and external customers including employees, executives, trustees, legislators, faculty, students, donors, alumni and the general public
  • Coordinate with Financial Officer on executive financial matters; prepare and monitor budget information
  • Oversee complex projects, events, and programs
  • Provide administrative and logistical support for internal/external/national boards, committees and/or councils which the executive participates in, leads and/or sponsors
  • Coordinate input to and compile reports, records, and data
  • Determine staffing, equipment and space needs for executive office
  • Supervise, train, mentor and provide performance input for assigned administrative staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.