Executive Assistant II

University of Idaho - Coeur d'Alene, ID

Full-time - Entry Level

Coeur d'Alene, ID

Educational Services

About the position

The Executive Assistant II position at the University of Idaho is a vital role that provides specialized and multifaceted administrative and project management support to the administrator of the University Outreach-Northern Idaho division. This position requires a high degree of professionalism and strict adherence to confidentiality standards, as the Executive Assistant will serve as a liaison to various university offices and external boards, committees, and councils. The role is designed to facilitate the smooth operation of the administrator's responsibilities, ensuring that all programs, special projects, and activities are effectively managed and supported. In this capacity, the Executive Assistant will coordinate complex travel arrangements, meetings, and events for management and other individuals. They will maintain calendars, databases, and confidential records, while also overseeing office operations and delegating tasks as necessary. The position involves collaboration with the Financial Officer on financial matters, ensuring adherence to established budgets and providing input on performance evaluations. Additionally, the Executive Assistant will support project management efforts by documenting project scopes and timelines, tracking progress towards key deliverables, and facilitating the flow of information among participants. They will also be responsible for researching and compiling information, drafting communications, and coordinating the collection of data for reports and administrative documents. This role is essential for maintaining the efficiency and effectiveness of the administrator's office and ensuring that all administrative functions are carried out smoothly and professionally.

Responsibilities

• Coordinate complex travel, meeting, and event arrangements for management and other individuals.
• Maintain calendars, databases, confidential records, and systems.
• Coordinate office operations, delegate work, and provide input on performance evaluations.
• Collaborate with the Financial Officer on financial matters; monitor adherence to established budget.
• Participate in setting meeting goals and outcomes; compile and distribute agendas and meeting materials.
• Support project management efforts by documenting scope and timelines, tracking progress towards key deliverables, drafting meeting notes/records, and facilitating the flow of information to participants.
• Research and compile information; develop draft communications such as response communications, talking points, speech scripts, and responses to correspondence and presentations.
• Coordinate the collection and compilation of data and materials for reports, records, and other administrative documents.
• Distribute/submit finalized administrative decisions, communications, and reports on behalf of the administrator.
• Perform other duties as assigned.

Requirements

• High School Diploma or equivalent.
• Four years of administrative or business operations support experience, including two years supporting a manager, director, department lead, or similar level of administrator.

Nice-to-haves

• Associate's or Bachelor's degree, or equivalent in education and experience.
• Executive support experience.
• Higher Education experience.
• Experience in project management practices in a work environment.
• Experience collecting, compiling, and summarizing data and materials for reports and other administrative documents.
• Experience working in an environment that requires adherence to strict confidentiality standards.
• Experience using computer information systems that manage an organization's finances, business processes, and/or records.