Executive Assistant, Senior

Northern Arizona University - Flagstaff, AZ

Full-time - Mid Level

Flagstaff, AZ

Educational Services

About the position

The Senior Executive Assistant will provide comprehensive administrative and project support to the Senior Vice Provost of Academic Operations, Vice Provost for NAU Online, and other senior leadership within the Office of the Provost. This role is crucial for ensuring the smooth operation of the office by managing schedules, coordinating events, and facilitating communication among stakeholders. The position requires a proactive approach to problem-solving and the ability to handle sensitive issues with diplomacy.

Responsibilities

• Oversee the Vice Provosts' and AVPFO's calendars, prioritizing meetings and events with minimal direction.
• Negotiate and manage scheduling requests from individuals and groups for the Vice Provosts and AVPFO.
• Coordinate with other Executive Assistants to manage event attendance requests for the Provost and Vice Provosts.
• Make detailed arrangements for meetings and events, including logistics and catering.
• Lead operational financial processing for the Provost's Office, including purchase orders and expense reconciliations.
• Assist Vice Provosts and AVPFO with travel arrangements and expense reports.
• Act as a liaison to the NAU Foundation for gift notifications and reporting.
• Manage payroll processes and reporting for employees funded by the units.
• Support high-level recruitments by coordinating search committees and candidate communications.
• Prepare detailed briefings for the VPs and AVPFO for meetings and events.

Requirements

• Proven experience as an executive assistant or in a similar administrative role.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities and work independently.
• Proficiency in office software and financial management tools.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with financial processing and reporting systems.
• Knowledge of university policies and procedures.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Retirement savings plan (401k)
• Paid holidays and vacation time
• Professional development opportunities