Executive Assistant to Vice Presidents - AZ - University Administration

Midwestern University - Glendale, AZ

Full-time - Entry Level

Glendale, AZ

5,001-10,000 employees

Educational Services

About the position

The Executive Assistant provides essential administrative support to the Vice Presidents in the Executive Office at Midwestern University. This role is pivotal in ensuring the smooth operation of the executive office by managing a variety of tasks that require a high level of attention to detail, excellent communication skills, and strong organizational abilities. The Executive Assistant is responsible for preparing meeting minutes and memoranda, managing calendars, and coordinating travel arrangements, among other administrative duties. The position demands a proactive approach, with the ability to prioritize tasks effectively and handle sensitive information with discretion and professionalism. In this role, the Executive Assistant will manage the executives' calendars, scheduling appointments, setting up both virtual and in-person meetings, and ensuring that the most time-sensitive matters are prioritized. This includes keeping the executives informed of upcoming deadlines and potential issues, as well as initiating follow-up actions as necessary. The Executive Assistant will also be responsible for maintaining comprehensive electronic and paper records, organizing information efficiently, and creating or updating forms and databases as required. Additionally, the Executive Assistant will assist with travel arrangements, acting as a delegate to process travel and expense reimbursements. The role involves drafting and ensuring the accuracy of memoranda and other communications on behalf of the executives, preparing PowerPoint presentations, proposals, charts, reports, and other official documents. Recording meeting minutes accurately and distributing them in a timely manner is also a key responsibility. The Executive Assistant will serve as the first point of contact for incoming calls, screening and routing them appropriately, and responding to routine inquiries from various internal and external parties. Greeting visitors professionally and communicating accurate information effectively are essential aspects of this position. The role also includes obtaining quotes from vendors, preparing purchase requisitions, processing invoices, and monitoring account expenditures. Maintaining confidentiality and representing the University Administration office with professionalism are critical. The Executive Assistant will assist with data collection and the preparation of executive reports, ensuring clarity in all documentation. Furthermore, the role involves planning and executing meetings, conferences, and other university events hosted by the executives, which includes managing logistics such as space reservations and catering arrangements. Other duties and special projects may be assigned as needed.

Responsibilities

• Managing the executives' calendars, including scheduling appointments and setting up meetings.
• Preparing and maintaining comprehensive electronic and paper records.
• Assisting with travel arrangements and processing travel reimbursements.
• Drafting memoranda and communications on behalf of the executives.
• Recording meeting minutes accurately and distributing them in a timely manner.
• Answering, screening, and routing incoming calls appropriately.
• Greeting visitors in a professional manner.
• Obtaining quotes from vendors and processing invoices.
• Maintaining confidentiality in all aspects of the position.
• Assisting with planning and executing meetings and events.

Requirements

• Bachelor's degree and five or more years of executive administrative experience in a professional office setting.
• Demonstrated strong written and oral communication skills, including editing and proofreading.
• Proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and exercise initiative and judgment.
• Excellent interpersonal skills with a diverse group of individuals.

Nice-to-haves

• Master's degree or equivalent graduate work is highly desirable.
• Experience in an academic setting is preferred.

Benefits

• Medical, dental, and vision insurance plans.
• Life insurance and short/long term disability coverage.
• Pet insurance.
• Flexible spending accounts for healthcare and dependent care.
• Paid holidays, sick/flex days, personal days, and vacation days.
• 403(b) retirement plan.
• Tuition reimbursement.
• Child care subsidy reimbursement program.
• Identity theft protection.
• Employee assistance program.
• On-site wellness facility with a fully equipped fitness facility.