Executive assistant to the vice president of academic affairs

Company Description

Hartford International University for Religion and Peace is an interreligious graduate institution dedicated to fostering dialogue and peacebuilding across diverse faith traditions. The university brings together faculty and students from Christian, Muslim, Jewish, and other backgrounds to create a collaborative and inclusive learning environment. With a commitment to interfaith understanding, Hartford International provides education and training that equips leaders to promote peace and global cooperation. The university values diversity and inclusivity as essential to its mission and educational approach.

Duties and Responsibilities:

Broad Functions:

HIU is seeking a highly organized, proactive professional to serve as Executive Assistant to provide high-level, comprehensive support to the Vice President of Academic Affairs (VPAA) of HIU. In this essential and important role, the Executive Assistant will utilize strategies to conserve the VPAA’s time to work on strategic initiatives. This position will report directly to the VPAA and work closely with the Enrollment Management Team.

Duties and Responsibilities:

To perform this job successfully, the individual must be committed to a high standard of excellence and perform the following duties satisfactorily.

• Manages the VPAA’s schedule, including making appointments and scheduling meetings, monitoring and answering emails, and helping VPAA prioritize daily schedule.
• Provides staff support to the VPAA for the Faculty Council, Academic Council, Academic Programs Committee of the Board, Collegial Sharing, Graduation Committee, and other meetings as necessary; this includes preparing agendas, collecting/distributing materials, taking minutes, maintaining files, and disseminating information on decisions to the University community.
• Manages special research projects, and initiatives for the VPAA.
• Maintains faculty contracts and prepares and maintains affiliated faculty contracts. Assists affiliated faculty with room set-up needs, Zoom invitations, and orientation to HIU.
• Coordinates faculty workplans and compiles faculty reports for the Annual Report.
• Books and coordinates VPAA’s travel arrangements.
• Submits monthly visa reconciliations and mileage reimbursement each semester to the Business Office.
• Manages faculty retreats. Manages the All-University Calendar.
• As is expected of all employees, provide backup support for the University’s major events/general activities, both during and outside, normal work hours, as needed.
• Uses initiative, sound judgement and confidentiality in attending to all matters, particularly when referring them to delegated authority in their absence.
• Manages confidential material and matters in an appropriate and discreet manner.
• Other duties as assigned.

Education and/or Experience:

• Excellent organizational skills and ability to work independently.
• Possesses strong time management and multitasking skills to ensure completion of and meeting of important deadlines.
• Must maintain strict confidentiality at all times.
• Must exercise good judgment in delicate situations and possess excellent interpersonal skills, initiative, and be detail oriented.
• Possesses strong verbal and written communication skills.
• Familiarity with religious communities is a plus.
• Administrative experience and college degree strongly preferred.

Physical Requirements:

Remaining in a stationary position, often standing or sitting for prolonged periods. Adjusting or moving objects up to 25 pounds in all directions. Communicating with others to exchange information. Repeating motions that may include the wrists, hands and/or fingers. Assessing the accuracy, neatness and thoroughness of the work assigned. Ability to drive.

Hartford International University for Religion and Peace is an Equal Opportunity Employer.

Salary range - $65,000-$70,000 commensurate with experience, skills, education, and training.