Special Assistant - Office of the Executive Vice President and Provost
Special Assistant - Office of the Executive Vice President and Provost
The Special Assistant to the Executive Vice President (EVP) and Provost manages an extensive calendar; prepare briefs, agendas, and all related correspondence; be responsible for briefing reports and information gathering; conduct related research; prepare minutes and special reports involving relevant initiatives and objectives to the School; prioritize activities, streamline workflow and communications; oversee all scheduling for the Provost; identify and develop systems to facilitate the smooth functioning of the Provost's activities. The Special Assistant has duties that include but are not limited to:
Administration and Support Services
- Anticipates the needs of the Provost and uses discretion when setting priorities to keep the leaders updated and aware of meetings, agendas, travel, upcoming events, incoming emails and letters, situations relating to the administrative office, campuses, employees and visitors.
- Reviews email, responds or forwards for action where appropriate, flags and ensures follow-up on significant pieces of email and other correspondence, and replies on behalf of the Provost when appropriate.
- Provides the Provost with reception and call-screening support as needed.
- Drafts briefings, edits correspondence, such as memoranda, reports, emails, mass communications to external and internal constituencies, gift acknowledgement, condolence and congratulatory correspondence, follow-up letters, and other documents on behalf of the Provost to ensure excellence in all communication from the Office of the Provost.
- Informs the Provost (and at times senior leadership) of important information regarding board members, students, faculty, staff and major donors - i.e., significant dates and special accomplishments.
- Provides administrative support for other member(s) of the leadership team as assigned/directed by the Provost or Deputy to the Provost.
- Along with the other members of the Office of the Provost, models excellence and professionalism for the organization in attire, language, attitude, and demeanor.
Scheduling and Meeting Preparation
- Manages the Provost's calendar and contact database to schedule meetings, make travel arrangements (such as airline, car service, rental car, and hotel), order office supplies/equipment, prepare expense statements, and reserve and prepare facilities and catering.
- Anticipates and identifies issues for discussion at key meetings, and identifies appropriate meeting participants.
- Works with the Provost's Senior Administrative Officer to ensure coordination of the Provost, Deputy to the Provost, and Senior Staff calendars, based on agreed upon priorities, such as scheduling time for essential tasks.
- Works closely with the Deans of the Main Campus, the President's Office staff, and other departments to set priorities for the Provost's presence at internally and externally focused events and meetings.
- Provides consultation to the Provost and Office of Advancement staff on planning and execution of development trips, events, and appointments.
- Assists in organizing events to support the EVP's strategic priorities by looking ahead and planning for issues and requirements to ensure a successful and professional event.
- Creates and and/or compiles draft agendas and briefing material for upcoming Leadership meetings and retreats generated by the Office of the Provost, including creating visuals, memorandums, and handouts.
- Advances action items for the Provost's bi-weekly meetings with his direct reports, senior leadership meetings, Board meetings, and other meetings as needed.
- Takes notes as required and coordinates delivery of materials as needed for meetings of the Provost.
- Coordinates research and information gathering for important Provost and Deputy to the Provost meetings or gatherings, and coordinates both briefing and debriefing meetings.
Task Management, Advance Preparation, and Meeting Follow-up
- Engages in regular Advance meetings with Deputy to the Provost and other staff members to effectively prepare the Provost, Deputy to the Provost and senior leadership for upcoming meetings, conferences, calls, presentations, and events.
- Attends and takes notes as directed at senior leadership meetings and effectively extrapolates complex strategic concepts in a concise, accurate manner.
- Compiles and edits notes that appropriately summarize the content of the meeting and flags relevant follow-up.
- Tracks Provost's Office deadlines based on agreed upon priorities and deadlines assigned by other entities, working closely with other Office of the Provost administrators;
- Ensures appropriate follow-up from all meetings, such as distributing meeting notes, flagging follow-up items, scheduling next steps, and facilitating progress on action items.
- Maintains accurate records and files; develops and maintains filing systems to include electronic and hard copy, network systems; ensures filings are in proper format and filed in a timely manner; and supplies information upon request.
Board of Directors Administration
- Serves as primary administrative support staff contact re the BOD.
- Records and transcribes minutes of meetings in a timely manner as requested.
- Coordinates and reports on all activities of the Provost's committees as requested.
- Works with the Provost's Office Senior Administrator in management of committee membership and review of materials, including coordinating logistics and regular reporting of committees.
- Works with the Provost's Office Senior Administrator to coordinate communication and other preparation for campus visits and other special donor requests.
- Creates and maintains electronic systems for data collection and Board reporting as necessary.
- Bachelor's degree
- 5 to 7 years of progressively responsible professional experience in related fields or an equivalent combination of training and experience related to the duties of the position
- Ability to listen to visitors, such as students, staff, alumni, and to understand and respond positively to their requests
- Experience and the ability to create and maintain databases, 10-key proficiency, experience preparing bulk copies and handouts, and basic technology experience to be able to troubleshoot issues related to LCD projectors or speakers
- Self-motivation, organization skills, and detail orientation, with ability to manage multiple projects and achieve goals, and must possess demonstrated effective communication skills in all form - written, verbal, observational, presentation, and listening
- Excellent interpersonal skills are required with the ability to interact with a diverse group of individuals both internal and external to the School
- Strong skills in leadership, problem-solving, time management, and communication
- Proficiency with Microsoft Office Suite software, database management, e-mail, and reports
- Strong skills in problem-solving, time management, and communication
- Ability to interact effectively as a member of a team and work collaboratively with other departments
- Ability to work without close supervision
- Ability to work effectively under pressure, ambiguity, and conflicting goals
- Positive, professional attitude
- Willingness and availability to work evenings and weekends as necessary and to travel alone by public transportation, air and/or auto
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