Description
We are seeking an Executive Assistant, E3, to report to executive leaders at the Vice President level and support senior leadership administrative functions over large departments or functional areas. This position requires exceptional organisational skills, attention to detail, and the ability to manage a wide range of tasks with discretion and professionalism.
Responsibilities:
- Serve as a liaison between senior leadership and internal/external audiences and represent the university.
- Coordinate and facilitate communication between senior leadership and various stakeholders.
- Manage senior leadership calendar, including scheduling appointments, meetings, and travel arrangements.
- Anticipate and prepare materials required for meetings.
- Arrange domestic and international travel for the administrator.
- Prepare travel expense reports and ensure compliance with university policies.
- Plan, organise, and coordinate meetings, conferences, and special events.
- Prepare agendas, take meeting minutes, and follow up on action items as needed.
- Establish and maintain reporting and tracking of deliverables and action items.
- Organise and maintain electronic and physical file systems.
- Manage confidential and sensitive information with discretion.
- Handle incoming and outgoing communications, emails, and phone calls on behalf of senior leadership.
- Draft and edit correspondence, reports, presentations, speeches, and other specialised communications.
- Oversee daily office operations, including managing supplies and coordinating office equipment maintenance.
- Assist in monitoring and managing budgets related to the senior leader’s office.
- Process and track financial transactions and expenses.
- Create and submit expense reports for corporate credit card and senior leadership expenses.
- Assist with special projects and initiatives as assigned by senior leadership.
- Conduct research and compile data to support decision-making processes.
Requirements:
- Associate's Degree
- 4 years of related experience
- Experience in working with analytics to analyse data and identify trends.
- Ability to work with confidential information and apply maturity and discretion in daily operational role.
- Efficient and organised with great attention to detail and follow-through.
- Strong written and verbal communication skills.
- Proficient in the use of Microsoft Office Suite.
- Excellent time management skills, and ability to work flexible hours when needed.
- Ability to prioritise assignments, and work on multiple deadline-driven priorities.
Benefits:
- Medical, dental, vision, telehealth and mental healthcare
- Health savings account and flexible spending account
- Basic and voluntary life insurance
- Disability coverage
- Accident, critical illness and hospital indemnity supplemental coverages
- Legal and identity theft coverage
- Retirement savings plan
- Wellbeing program
- Discounted WGU tuition
- Flexible paid time off
- 11 paid holidays
- Up to 12 weeks of parental leave