Executive Administrative Assistant for Vice President of Campus Operations & Facilities Management

Position Summary

The Executive Administrative Assistant provides high-level executive administrative support to the Vice President of Campus Operations and Facilities Management. This position serves as the primary administrative liaison for the Division and plays a critical role in ensuring the efficient operation of executive functions, coordination of divisional activities, and timely communication with internal and external stakeholders.

The incumbent is responsible for managing executive calendars, coordinating meetings, preparing Board and committee materials, maintaining confidential records, coordinating travel and events, monitoring executive action items, and supporting special projects, budget preparation, operational reporting, and strategic planning activities for the Division.

Essential Duties and Responsibilities

• Provide comprehensive administrative support to the Vice President of Campus Operations and Facilities Management, Director of Facilities Management, and Facilities Coordinator’s office
• Manage a complex executive calendar, scheduling meetings, appointments, conferences, and travel.
• Coordinate meetings for Facilities Management Committee, Board of Trustees, executive leadership, and University committees.
• Prepare agendas, meeting packets, presentations, minutes, and follow-up correspondence.
• Draft, edit, and proofread executive correspondence, reports, memoranda, and presentations.
• Maintain confidential personnel, financial, and legal records.
• Screen visitors and telephone calls while exercising sound judgment and discretion.
• Coordinate travel arrangements, reimbursements, and expense reporting.
• Monitor executive action items and ensure timely follow-up.
• Coordinate special projects assigned by the Vice President.
• Assist in preparing annual budgets, operational reports, and strategic planning documents.
• Serve as liaison between the Division and campus departments, vendors, contractors, and external stakeholders.
• Coordinate division events, meetings, and workshops.
• Maintain office records, filing systems, and electronic document management.

Required Knowledge, Skills, and Abilities

• Knowledge of executive office administration.
• Excellent organizational and time management skills.
• Ability to maintain confidentiality and exercise discretion.
• Strong customer service and interpersonal skills.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities simultaneously.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Experience using ERP systems such as Ellucian Colleague, Banner, Workday, Oracle, or similar financial software.

Minimum Qualifications

• Associate's degree in Business Administration, Public Administration, Finance, Office Administration, or a related field. Bachelor's degree preferred.
• Minimum of three (3) years of progressively responsible executive administrative support experience.
• Experience supporting senior executives.
• Experience working with confidential financial information.
• Experience in lieu of degree

Preferred Qualifications

• Bachelor’s degree in business administration, Finance, Public Administration, Office Administration, or a related field.
• Five (5) years of progressively responsible executive administrative experience.
• Experience with Board of Trustees administration.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to occasionally lift up to 25 pounds.
• Ability to travel across campus to attend meetings and University events.

Working Conditions

Work is performed primarily in a professional office environment with frequent interaction with executive leadership, faculty, staff, external stakeholders, and members of the Board of Trustees.

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