Executive Assistant, Office of the Provost

SUMMARY

In support of the university’s mission and objectives, the Executive Assistant to the Provost and Chief Academic Officer manages the daily operations of the Provost’s Office and provides high-level administrative support. The role is responsible for coordinating the Provost's schedule, including calendar management, meeting preparation, travel coordination, and handling communications. The Executive Assistant also serves as the key liaison between administrative offices, campus departments, and external stakeholders. 

Calendar Management, and Scheduling

• Manages the Provost’s schedule to ensure efficient time management by prioritizing meeting requests, coordinating complex schedule needs and following up on pending appointments.
• Communicates scheduling changes and provides necessary materials to meeting attendees in advance.
• Coordinates and confirms appointments with internal and external stakeholders to support the Provost’s engagement priorities and ensure timely communication.
• Ensures the Provost is fully prepared for meetings, events, and engagements by preparing briefing materials, reports, presentations and reminders to support meetings, upcoming events, and decision-making. 
• Adjusts schedules as needed to accommodate last-minute changes or time-sensitive meetings. 
• Coordinates domestic and international travel arrangements for the Provost, including itineraries and logistics. 
• Anticipates travel needs and proactively resolves issues as they arise. 

Communication and Administrative Support

• Provides support for the Provost’s initiatives by tracking progress, following up on action items, and keeping efforts moving forward. 
• Provides regular status updates to the Provost.
• Collaborates with academic and administrative offices to support coordination of key activities and priorities. 
• Drafts, edits, and manages correspondence with internal and external stakeholders.
• Maintains accurate and up-to-date contact information for the Provost to support scheduling and communication.
• Serves as the primary point of contact for the Office of the Provost, responding to inquiries, prioritizing needs, gathering relevant information, following up as needed, and directing matters to the appropriate parties. 
• Handles confidential and sensitive information with discretion.
• Assists with correspondence, presentations, and reports for the Provost.
• Builds strong relationships across campus, collaborating effectively with faculty, staff, administration, and students.

Office Operations 

• Coordinates daily operations of the Office of the Provost to ensure an organized, professional and welcoming environment.
• Maintains a system of organized digital and physical filing in collaboration with the Academic Operations Manager. 
• Attends meetings, records notes, and tracks action items for follow-up.

Reports and Communications Support

• Collaborates with the University’s Marketing Department to align academic communication with university-wide messaging and branding.
• Supports the Provost by organizing and drafting compelling content for academic updates, presentations, and materials for internal and external audiences. 
• Assists with the Provost's correspondence, presentations, and reports.

Event and Initiative Support

• Provides administrative and logistical support for the Provost's key priorities and initiatives, helping to coordinate tasks, trac progress, and follow up with key internal and external stakeholders. 
• Assists with planning and coordinating academic events and meetings to ensure smooth execution and a professional, consistent experience. 

EDUCATION

Bachelor's degree in Communications, Organizational Leadership, Business Administration, or related field, required.

EXPERIENCE

3 years of experience in an administrative support role, required. Experience supporting senior-level or C-suite executives in higher education or comparable environment, preferred.

ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities) 

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Analytical Thinking & Decision Making – Identifies and understands trends and/or issues, connects data points through analysis and logical conclusions/actionable strategies.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.

ADDITIONAL REQUIREMENTS

• Ability to work non-routine hours during certain times of the year.
• Ability to sit for prolonged periods of time.