Executive Assistant

Position Summary:

The Executive Assistant provides high-level administrative support to the President and, as needed, to the Vice Presidents. This role manages daily operations, coordinates internal and external communications, and ensures the effective execution of executive priorities. The Executive Assistant serves as a professional representative of the President’s Office, supporting senior administrators and contributing to the efficient administration of MSU.

Duties / Responsibilities

• Provide comprehensive administrative support to the President and Vice Presidents, including managing fiscal matters, coordinating internal and external communications, and ensuring compliance with MSU policies.
• Represent the Office of the President when coordinating meetings, answering phone calls, responding to correspondence, and communicating with internal and external stakeholders such as the Commissioner, Commissioner’s Cabinet, SBHE, NDUS, Governor’s Office, Congressional Delegations, Legislators, State Agencies, President’s staff, University Cabinet, Board of Regents, alumni, employees, and students.
• Handle sensitive and confidential matters with a high level of discretion and professionalism.
• Manage and prioritize demands on the President’s schedule to ensure efficient use of time; act quickly and effectively to coordinate and maintain multiple calendars.
• Demonstrate strong written and verbal communication skills.
• Draft letters, correspondence, presentations, and other strategic materials as needed.
• Anticipate the President’s needs and proactively manage daily tasks, details, and office operations.
• Represent the President’s Office on various campus committees.
• Coordinate a wide range of meetings for the President’s Office, including high-level campus and external engagements.
• Coordinate administrative-level meetings such as President’s staff meetings, one-on-one meetings with Vice Presidents, University Cabinet, SBHE and legislative meetings on campus, and Board of Regents meetings; collaborate with external constituencies as needed.
• Prioritize presidential engagement requests, redirecting them to senior administrators when appropriate.
• Collect and organize all presentation materials specific to each event to ensure expectations are met.
• Coordinate food service and refreshment needs for meetings when required.
• Serve as a community liaison for external constituents requesting meetings or engagements on campus.
• Process invoices for payment, ensuring proper fund allocation—including travel reimbursements, interdepartmental billings, and accounts payable vouchers.
• Process documents requiring signature through Ready Sign and assist with Additional Pay forms as needed.
• Maintain up-to-date knowledge of applicable policies and procedures to ensure compliance.
• Coordinate a variety of events for the President’s Office and the broader campus community.
• Manage logistics for socials, receptions, and food and refreshment arrangements for campus events.
• Collaborate with the Registrar’s Office on commencement activities, including coordination of honorary degrees.
• Adapt to shifting priorities and responsibilities in a dynamic office environment.
• Provide support for special projects or initiatives as assigned by leadership.
• Demonstrate flexibility, sound judgment, and strong problem-solving skills to meet evolving organizational needs.

Qualifications & Skills
Minimum Qualifications

• Associate’s degree required; Bachelor’s degree preferred.
• Extensive computer and software skills; proficient in office software and technology tools.
• Experience working with officials and stakeholders at all levels.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated interpersonal skills and experience coordinating events.

Technical Proficiency

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proficient in Adobe software.
• Skilled in the use of standard office equipment, including printers, copiers, scanners, and multi-line phone systems.
• Ability to schedule and manage appointments using digital calendar and scheduling tools.
• Communication & Interpersonal Skills
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact professionally with students, faculty, staff, employees, and community members from diverse backgrounds.
• Customer service-oriented with a positive, helpful approach.
• Ability to work effectively and collaboratively in a team-oriented environment.
• Organization & Project Management
• Highly detail-oriented with strong organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines effectively.
• Skilled in planning and coordinating events, meetings, and special projects.
• Strong problem-solving and analytical abilities.
• Ability to set priorities and work independently with minimal supervision.

Creative & Promotional Skills

• Experience creating promotional materials is helpful but not required.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Located in north central North Dakota, Minot State University is a place where east meets west. Nestled on the northern edge of the Mouse River Valley, the campus stands at the heart of the "Magic City." The city of Minot - nicknamed the "Magic City" for its phenomenal growth during the early 1900s - is a regional center for commerce, culture, healthcare, agribusiness and industry.

Minot is home to Minot Air Force Base and is a key service provider in the burgeoning Bakken oil play that's made North Dakota's economy one of the strongest in the United States. Minot State University is a public university dedicated to excellence in education, scholarship, and community engagement achieved through rigorous academic experiences, active learning environments, commitment to public service, and a vibrant campus life. Our athletic programs participate in the Northern Sun Intercollegiate Conference in the NCAA Division II.

Equal Opportunity and Non-Discrimination Statement:

Minot State University is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, sexual orientation, gender identity, national origins, disability or other protected characteristic. Women, minorities veterans, individual with disabilities, and members of other underrepresented groups are especially encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran's status and disability status as part of the application process. This information will remain confidential and separate from your application.

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.

Confidentiality of Application Materials:
Pursuant to the NDCC 44-04-18.27, applications and any records related t the applications that identify an applicant are confidential, except records relate to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.

Veteran's Preference:
Veteran's claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility included a DD-214 or NGB 22 and if claiming disabled status, a current letter of disability from the VA within the last 12 months.

Clery Statement:
In compliance with the Jeanne Clery Disclosure of Campus Security Policy ad Campus Crime Statistics Act, Minot State University publishes an Annual Security and Fire Safety Report. The report includes the University's policies, procedures and programs concerning safety and security, as well at three years' worth of crime statics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online. You may also request a paper copy of the report from the MSU Office of Safety and Security located at 500 University Ave W, Minot, ND, 58707.