Executive Assistant to the President and Provost

The Executive Assistant provides high-level administrative and operational support to the Office of the President and the Office of the Provost/Vice President for Academic Affairs. Primary responsibilities include executive calendar management, academic scheduling, event planning, and project coordination. Working closely with the Director of Planning and Strategy for the President. The Executive Assistant supports presidential and provost-led events, initiatives, and special projects. This role will also provide administrative support to the Executive Director of The Jacobson Institute (The JI) of the University.

This position reports to the Director of Planning and Strategy for the President.

Essential Duties and Responsibilities:

Executive & Academic Scheduling Coordination

• Serve as the primary coordinator for complex, high-volume calendars for the President, Provost/VP of Academic Affairs, designated senior leaders, ensuring alignment with institutional priorities, academic timelines, and campus events.

• Schedule and manage internal and external meetings, interviews, and events while balancing competing academic and institutional priorities.
• Coordinate meeting logistics including room reservations, technology needs, materials preparation, and attendee communication.

Event Planning & Institutional Support

• Collaborate with the Director of Planning and Strategy for the President to plan and executive President, Provost and The JI -hosted events. Including academic ceremonies, campus-wide programs, recognition events, and institutional meetings.
• Coordinate event logistics such as space reservations, catering, guest registration, materials preparation, and on-site support.
• Partner with internal departments and external stakeholders to ensure successful event outcomes.

Project & Initiative Support

• Provide coordination and logistical support for projects and initiatives led by the President and Provost, including meeting scheduling, timelines, and deliverables, in collaboration with the Director of Planning and Strategy for the President.

Administrative & Operational Support

• Serve as the primary point of contact for the Office of the Provost, and The JI.
• Prepare correspondence, documents, reports, and meeting materials.
• Manage purchasing card activity, invoices, reimbursements, and operational expenses in relation to budget guidelines.
• Greet and assist office visitors; serve as receptionist for the office.

Additional Responsibilities

• Assist with travel arrangements and event registrations as needed.
• Prepare offices and meeting spaces for meetings and events.
• Perform other duties as assigned in support of executive and institutional operations.
• Occasional evening and/or weekend work may be required in support of major events.

Working Conditions:

• This position operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, and printers.
• This is a largely sedentary role; however, utilizing standard office equipment would require the ability to bend or stand as necessary.
• This position frequently communicates information using email, phone calls, and in person interactions. Must be able to effectively utilize these communication methods.

All applicants must apply through our online application system.

A pre-employment background check is required.

This role requires professionalism, discretion, confidentiality, and sound judgment while managing complex schedules and competing priorities in a fast-paced academic environment.