Executive Assistant

Utah State University - Logan, UT

Full-time - Entry Level

Logan, UT

Educational Services

About the position

The Executive Assistant (Administrative Assistant SR) at Utah State University provides essential administrative support to the Vice President and Director of Athletics. This role encompasses a variety of administrative tasks that are crucial for the smooth operation of the athletics department. The Executive Assistant is responsible for managing correspondence, calendars, and scheduling, as well as coordinating projects and serving as a liaison between various stakeholders, including coaches, departmental staff, university leadership, professors, conference staff, and external contacts. Given the fast-paced nature of the department, the position requires a high degree of confidentiality, independent judgment, and strong problem-solving skills. In this role, the Executive Assistant will perform general office responsibilities such as answering phones, directing calls, data entry, and financial budgeting. They will screen inquiries and prioritize schedules, exercising discretion in managing time and evaluating needs. The Executive Assistant will also coordinate work with other staff members, playing a key role in facilitating collaboration both within and outside the department. Additionally, they will provide administrative support by scheduling appointments, coordinating meetings and conferences, and monitoring projects and programs managed by the athletics department. The Executive Assistant will keep the Director informed of time-sensitive and priority issues, ensuring appropriate follow-up on various matters. They will act as a liaison with other departments and constituencies regarding departmental activities and operations, compose standard documents and reports, prepare agendas, coordinate meetings, and transcribe meeting minutes. Furthermore, the Executive Assistant will plan and execute events such as banquets, receptions, and retreats, and coordinate travel arrangements as needed. Other miscellaneous duties may be assigned as required.

Responsibilities

• Perform general office responsibilities, including answering phones, directing calls, data entry, calendar management, scheduling travel, financial budgeting and other assigned tasks.
• Screen inquiries and prioritize schedules, calendars, and meetings using judgment and discretion.
• Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide administrative support by scheduling appointments and coordinating meetings/conferences.
• Provide coordination, monitoring, and communication of projects and programs managed by the athletics department.
• Keep the Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Act as a liaison with other departments and constituencies for all matters concerning departmental activities and operations.
• Compose various standard documents, correspondence, and reports.
• Prepare agendas, coordinate meetings, and transcribe meeting minutes.
• Plan and execute events such as banquets, receptions, and retreats.
• Coordinate travel arrangements.
• Perform other miscellaneous duties as assigned.

Requirements

• Six years of relevant experience; or
• Bachelor's degree in a related field plus two years of experience is required; or
• Vocational/technical training or associate degree in an office or business field plus four years of related experience.
• Proficiency in computer programs, including spreadsheets, databases, statistical packages, presentation software, and graphic packages.
• Excellent critical thinking and creative problem-solving skills.
• Self-starter.
• Familiarity with basic office equipment, including printers, copiers, and telephone systems.
• Strong organizational skills.
• Effective verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Capability to work independently without supervision.
• Knowledge of Utah State University policies and procedures.
• Excellent customer service skills.

Benefits

• Commensurate salary based on experience
• Excellent benefits package