Executive Assistant

POSITION OBJECTIVEWorking with a high degree of independence, the executive assistant provides support and partnership to the Provost, Deputy Provost and/or Vice Provost. This role contributes to Case Western Reserve University's mission by providing administrative assistance for academic priorities, academic affairs, faculty affairs, faculty advancement, postdoctoral affairs, and various strategic activities. The executive assistant also supports the general operations of the Office of the Provost.Essential Functions• Provide executive assistance to relieve the Provost, Deputy Provost and/or Vice Provost of administrative functions; is empowered with a wide degree of creativity and latitude. Provide general administrative support to promote the office's effective functioning and help optimize the productivity of the leaders supported by this position. Ensure administrative coverage within the Provost's Office. Support the overall effective use of available time and resources. Process complex, highly confidential, strategic and time-sensitive information. Participate in short- and long-term strategic planning and program implementation. Make recommendations to management on policies and procedures and suggest improvements to operations. May assist in financial planning and budget development linked to strategic plans and programs. Manage inquiries and handle information requests promptly and professionally. Develop and send correspondence and e-mail messages and relay information on sensitive matters to constituents, external or within the university. Develop internal reference materials and maintain office records securely. Assist with the management and administration of special projects, initiatives, accreditation activities, committees and/or task forces. Upon request, secure information (EAB references, etc.) for committee use and reference. (30%)• Manage event planning activities, including the logistical coordination of room reservations, catering, communications, and follow-up. Assist with the preparation and dissemination of agendas, notes and materials. Create and maintain reporting on event-related activities including schedule, attendance, intended audiences, and assessment information. Anticipate completion deadlines for recurring reports, communications, and decisions. Partner on the preparation of special presentations. (30%)• Coordinate workflow and facilitate communications on a wide range of administrative activities. Coordinate with others in the Office of the Provost, other administrative units and schools. Serve as an HR liaison and/or travel coordinator; maintain a strong understanding of the university policies and procedures. Ensure that all forms are completed correctly and in a timely manner. Maintain records and manage due dates to coordinate timely completion and submission of deliverables. Assist others in locating Case Western Reserve University-specific policies, procedures, reference information, forms, etc. Keep current on legislation, accreditation and faculty bylaw policies relative to the university's faculty, staff, and students. (30%)Nonessential Functions• Perform other duties as assigned. (5%)• Identify opportunities for efficiencies and cost savings. (3%)• Participate in the exchange of ideas and sharing of best practices. (2%)CONTACTSDepartment: Continuous contact with the Provost, Deputy Provost, and Senior Vice Provost on general planning, prioritization, and coordination of work. Continuous contact with the provost and members of the Office of the Provost on general priorities, emerging opportunities/challenges.University: Frequent contact with Executive Aides for the President, deans, vice presidents, vice provosts and other leaders for scheduling and coordinating work activities. Occasional contact with individual faculty members on committee, administrative or other matters.External: Occasional contact with vendors, industry resources (EAB, etc.), consultants, outside agencies, members of the business community, and university partners to respond to information requests, manage invoices and/or coordinate schedules.Students: Occasional contact with students to respond to inquiries, manage requests and/or assist with scheduling.SUPERVISORY RESPONSIBILITYNo direct supervisory responsibilities. Coordinates with others on work responsibilities.QualificationsExperience: 10 years of related administrative experience required. At least one year of experience providing administrative support to senior-level leadership is required. Three years as serving a senior leader is preferred. Experience working in a higher education setting is preferred.Education: Associate's degree required.Required Skills• Strong organizational skills and attention to detail.• Strong written and verbal communication skills.• Ability to prioritize work and manage competing demands.• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.• Professionalism, diplomacy, integrity, reliability, maturity, discretion, and confidentiality are important given the nature of the work managed by the Office of the Provost.• Collaborative within a team environment.• Knowledge of basic accounting concepts, financial processes and systems.• Knowledge of or willingness to learn about higher education accreditation.• Basic proficiency with Excel, Word, Power Point and Google suite tools. PeopleSoft is preferred.• Familiarity with shared drives, Box folders and information security standards.• Ability to exercise sound judgment. Good problem-solving skills.• Continuous improvement mindset.• Ability to interact positively with colleagues, supervisors, and customers both virtually and in person.• Ability to comply with university attendance requirements.WORKING CONDITIONSProfessional office environment. Physical conditions involve extensive sitting and prolonged use of the telephone and repetitive motion using computer mouse and keyboard to type. Pressures associated with short lead times, competing priorities and the complex nature of the office functions. Some scheduling flexibility and/or overtime may be required during peak work periods. This position requires full-time in-office presence and is not eligible for Case Western Reserve University's hybrid work program.In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.