Executive Assistant to the Provost

$63,815 - $95,723/Yr

University of Rochester - Rochester, NY

Full-time - Entry Level

Rochester, NY

Educational Services

About the position

The Executive Assistant to the Provost at the University of Rochester plays a crucial role in providing high-level administrative and operational support to the Office of the Provost. This position operates under general guidance and has significant latitude for independent judgment and initiative. The Executive Assistant will report administratively to the Chief of Staff to the Provost and will provide functional support to senior staff and other office members as needed. The role requires a close working relationship with all Office of the Provost staff, as well as collaboration with other university units and leaders in a fast-paced, team-oriented, and high-visibility environment. Given the sensitive nature of the work, the position demands absolute confidentiality, professionalism, and exceptional attention to detail. The responsibilities of the Executive Assistant encompass a wide range of tasks, including managing the Provost's calendar, anticipating needs, and preparing background materials for meetings. The assistant will conduct fact-finding, compose responses to inquiries, and manage the flow of correspondence. Additionally, the role involves project management, where the assistant will update action plans, monitor project milestones, and facilitate follow-up meetings. Event planning and travel management are also key components of the position, as the assistant will coordinate various events and prepare travel arrangements for the Provost. The role may also include assisting with special projects and maintaining confidential data and files. Overall, the Executive Assistant to the Provost is a vital position that requires a blend of administrative expertise, project management skills, and the ability to interact effectively with a diverse range of stakeholders.

Responsibilities

• Manage the calendar for the Provost, making scheduling decisions based on priorities and obligations.
• Anticipate needs and obtain background materials for decisions, conferences, and meetings.
• Independently compile, edit, and review relevant materials for meetings and presentations.
• Conduct fact-finding and compose responses to non-routine inquiries.
• Manage, track, triage, and respond to the daily flow of incoming and outgoing requests and correspondence.
• Proof and finalize presentations, letters, and committee minutes; process reimbursements.
• Correspond on behalf of the office with University officers and external organizations.
• Update action plan documents and monitor key project milestones to ensure deadlines are met.
• Coordinate multiple events including meetings, retreats, and conferences.
• Prepare travel arrangements and coordinate logistics for the Provost.
• Assist with special projects that support the office as needed, such as writing procedures and archiving materials.
• Maintain confidential data and files, including personnel files and emergency contact information.

Requirements

• Bachelor's degree required.
• 3 years of relevant experience or equivalent combination of education and experience required.
• Experience in an executive-level or higher education administrative office setting preferred.
• Expertise in using Microsoft Office, Outlook, Excel, Word, and PowerPoint required.
• Excellent interpersonal and communication skills required.
• Ability to interact with a broad range of internal and external constituencies, including senior executives and Trustees required.
• Exceptional organizational and time management skills with keen attention to detail required.
• Ability to exercise a high level of professionalism and discretion with respect to confidential matters required.
• Ability to quickly and thoughtfully build and maintain relationships required.
• Ability to work collaboratively and independently and meet deadlines required.
• Ability to multi-task and prioritize among competing demands in a fast-paced environment required.
• High level of proficiency with Zoom and Adobe Acrobat; willingness to learn other applications preferred.

Nice-to-haves

• Experience with Monday.com and BoardEffect preferred.

Benefits

• Competitive salary range of $63,815 - $95,723 annually based on experience and qualifications.
• Comprehensive health insurance coverage.
• Retirement savings plan options.
• Paid time off and holidays.
• Professional development opportunities.