Executive Assistant to the Associate Provosts

Trinity University - San Antonio, TX

Full-time - Entry Level

San Antonio, TX

Educational Services

About the position

This position provides high-level administrative support to the Associate Provosts, managing complex calendars, meetings, and materials with independent judgment. In collaboration with the Executive Assistant to the Provost and Executive Assistant to the Vice Provost, this role oversees faculty affairs administration, supporting promotion and tenure processes, coordinating awards, faculty development programs, and faculty hiring/onboarding. The Executive Assistant to the Associate Provosts also oversees administration that supports students through advising, experiential learning and career success, the academic honor council, and programming related to expression and engagement. The Executive Assistant to the Associate Provosts supports various committees, plans and coordinates events, and manages budgets and financial records. Acting as the primary point of contact, this position liaises between the Associate Provosts, Academic Affairs leadership, faculty, staff, students, and external stakeholders, while leading special projects and maintaining confidentiality and efficiency in all tasks.

Responsibilities

• Provide high-level administrative support to the Associate Provosts, including managing complex calendars, scheduling meetings, and preparing necessary materials.
• Support faculty promotion and tenure processes, including the collection, maintenance, and electronic filing of complex faculty transcripts and credentials.
• Coordinate faculty awards, development programs, leaves, stipends, early career fellowships, hiring, and onboarding processes.
• Support administrative processes involving the Academic Honor Council and coordinate meetings with student leaders.
• Provide administrative support to the Associate Provosts to schedule, prepare agendas, and maintain records for various committees and councils.
• Plan and coordinate events, handle travel logistics, and manage budgets for academic affairs student events, lectures, and Visiting Scholars Committee.
• Serve as the primary point of contact for all telephone calls into the Provost's Office and secondary point of contact for office visitors.
• Prepare, maintain, and manage confidential and complex materials, forms, and documents.
• Monitor and manage P-Card reconciliation and assigned budget allocations for events, travel, and other Academic Affairs activities.
• Lead and oversee special projects as assigned by the Associate Provosts.

Requirements

• High school diploma or equivalent with six (6) years of directly related experience, OR Bachelor's degree with three (3) years of directly related experience.
• Experience making decisions and providing administrative support for multiple priorities, scheduling of multifaceted meetings, retreats, and event planning.
• Proficiency in Microsoft Office Suite, Google Suite, and other commonly used software programs applicable to business operations.

Nice-to-haves

• Bachelor's degree from an accredited institution.
• Experience in a higher education setting.
• Advanced proficiency in Microsoft Office and Google Suite.
• Demonstrated commitment to exemplary customer service.
• Creative problem-solving abilities.
• Ability to learn new programs and web platforms quickly.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Life insurance coverage
• 401k benefit for retirement savings plan
• Paid holidays
• Flexible scheduling options
• Professional development opportunities