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Job Summary:

A strategic and highly organized professional who provides executive-level support to the Provost. This role is responsible for managing the Provost’s time and priorities through high-level calendar and travel coordination, office communications, and planning. The Executive Assistant serves as the primary liaison to the Office of the President and coordinates with university leadership, faculty, students, and external partners to ensure efficient operations and professional representation of the Provost’s Office.

Essential Job Functions & Responsibilities:

Executive Calendar & Time Management

• Manage the Provost’s complex calendar by independently scheduling, prioritizing, and coordinating high-level meetings, calls, and events across academic and administrative units.
• Ensure optimal time usage, including the strategic blocking of focus and travel time.
• Collaborate closely with senior leaders and external stakeholders to schedule engagements aligned with university priorities.

Liaison to the Office of the President

• Serve as the primary liaison between the Office of the Provost and the Office of the President, ensuring coordination on joint meetings, campus-wide initiatives, special projects, and high-profile events.
• Facilitate clear communication and follow-through between offices to advance institutional priorities and maintain consistent executive messaging.

Meeting Preparation & Material Management

• Prepare, proof, and compile professional, well-organized, and comprehensive materials ( memo’s, briefs, power point presentations etc.) for all meetings chaired or attended by the Provost.
• Ensure all materials (briefings, agendas, meeting minutes, reports, presentations) are distributed to the Provost and meeting participants well in advance of the scheduled meeting time.
• Attend key meetings as needed to track discussion points, record action items, and manage follow-up.

Complex Travel & Logistics Coordination

• Plan and coordinate all travel for the Provost, including air and ground transportation, accommodations, itineraries, and on-site logistics.
• Monitor travel budgets and process all reimbursements and expense reports in compliance with institutional policies.
• Remain accessible to resolve changes or issues in real-time while the Provost is traveling.

Records and Financial Reconciliation for the Provost

• Maintain Provost Chrome River and credit card reconciliation
• Approve Time sheets on behalf of the Provost

Executive Communications & Correspondence

• Primary contact for Office of the Provost Outlook account and associated calendars
• Draft, proofread, and distribute internal and external communications, including emails, memos, letters, announcements, and presentations.
• Maintain the professional tone and branding of the Office of the Provost in all written materials.
• Serve as a first point of contact for faculty, students, university leadership, and external stakeholders.

Event & Meeting Coordination

• Plan and execute meetings, retreats, forums, and events for the Provost’s Office, including scheduling, agenda setting, logistical planning, and attendee communications.
• Coordinate joint academic affairs events in collaboration with the President’s Office, Deans, and other departments.
• Track RSVPs, manage vendor relationships, and ensure event execution reflects the professionalism of the Office.

Operational Support & Project Assistance

• Maintain confidential records, office files, and workflow tracking systems.
• Support strategic projects and initiatives, including those related to accreditation, academic policy, and institutional reporting.
• Recommend and implement improved processes to streamline operations and increase efficiency.

Collaboration & Team Leadership

• Provide guidance and oversight to administrative staff and student assistants in the Provost’s Office.
• Work closely with executive assistants across other departments to maintain smooth cross-functional coordination.
• Represent the Provost’s Office in internal and external interactions with professionalism and diplomacy.

Professional Conduct & Confidentiality

• Handle all responsibilities with a high level of discretion, judgment, and integrity.
• Adhere to university policies and code of conduct while maintaining the confidentiality of sensitive information.
• Complete required institutional training and participate in continuous learning opportunities.

Additional Duties as Assigned

• Provide executive-level support for ad hoc projects and other responsibilities that align with institutional goals and the Provost’s strategic agenda.

Education Requirements:

• Education: Bachelor’s degree required; Master’s degree in Higher Education, Business Administration, or a related field preferred.

Required Skills & Experience:

• Experience: 5–8 years of high-level executive support experience, preferably supporting C-suite or cabinet-level leadership in higher education, corporate, or nonprofit sectors.
• Technical Proficiency: Expertise in MS Office Suite (especially Outlook and PowerPoint), Adobe Acrobat, and enterprise systems (e.g., Banner, Chrome River, PageUp or equivalents).
• Communication: Excellent written and verbal communication skills, with a strong ability to draft executive-level correspondence and prepare presentation materials.
• Time & Project Management: Proven ability to multitask, manage priorities, and meet tight deadlines while maintaining attention to detail.
• Interpersonal & Collaboration Skills: Professional, approachable, and skilled at building strong relationships across all levels of an organization.
• Judgment & Confidentiality: Demonstrated ability to handle sensitive and confidential information with discretion and sound judgment.
• Flexibility: Willingness to occasionally work outside standard business hours to support evening events or urgent matters.