Executive Assistant, Senior

Northern Arizona University - Flagstaff, AZ

Full-time - Mid Level

Flagstaff, AZ

Educational Services

About the position

The Senior Executive Assistant at Northern Arizona University plays a crucial role in providing comprehensive administrative and project support to the Senior Vice Provost of Academic Operations, the Vice Provost for NAU Online, and their associated teams. This position requires proactive problem-solving skills and the ability to manage complex scheduling and financial tasks while ensuring effective communication and coordination within the Office of the Provost.

Responsibilities

• Oversee the Vice Provosts' and AVPFO's calendars, managing meetings, invitations, and scheduling priorities.
• Negotiate and manage requests for time with the VPs and AVPFO, ensuring alignment with office priorities.
• Coordinate with other Executive Assistants to manage event attendance requests for the Provost and Vice Provosts.
• Communicate effectively with stakeholders to manage rescheduling and cancellations due to emergent priorities.
• 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.
• Maintain tracking of the Provost's Office computer equipment and prepare annual inventory documentation.
• Manage payroll processes and reporting for employees funded by the units, including timesheets and leave requests.
• Support high-level recruitments by coordinating search committees and managing candidate communications.
• Prepare detailed briefings for VPs and AVPFO for meetings and events, including follow-up actions.

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