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Office of the Executive Vice President

About the Department

The Office of the Vice President for Operations supports the highest ambitions of the University\'s teaching and learning, research, and engagement goals with the mandate to oversee enabling infrastructure of the University including the built environment, technology, and human resources organizations. In support of faculty, students, and staff, the Office of the Vice President for Operations prioritizes an exceptional level of service and delivery of robust business practices that steward the University\'s infrastructure resources efficiently and contributes to the long-range planning and culture of the University.

Job Summary

The Executive Assistant provides advanced, diversified, and confidential administrative support to the Vice President, Operations of the University. Manages office operations to help accomplish the strategic goals of the Vice President that impacts the larger University community.

The Executive Assistant to the Vice President, Operations directs the administrative support operations of an executive\'s office and provides administrative assistance to the executive. Additionally, the EA is responsible for planning and managing the day-to-day operations and reception of the office. Relieves executive of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support. Manages communication for the executive, representing the executive to other University executives, other University offices and outside agencies. Oversees preparation of correspondence and other written material. Ensures all inquiries are routed appropriately and in a timely manner. Maintains the executive\'s calendar, exercising considerable discretion and judgment as to priorities and effective use of executive\'s time. Oversees scheduling and coordination of meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials. Coordinates complex travel arrangements for executive, ensuring that all necessary reservations, agendas and briefings are assembled and prepares the itinerary. Interprets requests and helps implement action, routing or delegating to the appropriate administrator for important or urgent matters. Manages special projects as directed by the executive.

Responsibilities

Acts as a communications specialist for the Vice President and their staff through preparation of a wide variety of correspondence including memos, letters and reports under own signature or for signature of the Vice President and ensures appropriate handling of confidential material.

Assists with the preparation, writing, editing, compilation, and dissemination of meeting agendas and materials for the Board and other committees and working groups as needed.

Provides complex and confidential administrative assistance to the Vice President.

Manages the Vice President\'s calendar by exercising considerable judgment as to the optimal use of their time, acting as the gateway to the Vice President.

Operates at the highest level of confidentiality about personnel and financial matters and deftly manages unique situations with discretion.

Processes business transactions, A/P entries, and manages operational items.

Prioritizes planned and unexpected matters that require attention and decisions of the Vice President.

Interprets requests and implements action, deciding on whether the Vice President should be notified of important or emergency matters.

Ensures the Vice President is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pert nent information.

Coordinates information flow from the Vice President\'s office, triaging emails and telephone calls for action and follow-up as appropriate to ensure complete and timely responses.

Structures and manages the Vice President\'s electronic shared folders to collaborate efficiently on communications and document preparation and ensures the orderly placement of files on the shared server; acts as a liaison between the Vice President and other University executives and offices with tact, courtesy, and confidentiality; plans and manages selected special events for the Vice President; manages special projects as directed by the Vice President.

Updates organizational lists for the Vice President\'s Office, Centers and Committees.

Manages and tracks monthly projects for the Vice President\'s Office.

Provides high-level administrative support for a Vice President of the University. Proactively relieves the Vice President of as much administrative detail as possible by efficiently and independently performing all duties. Manages the daily operations of the office and reception for the office, maintain files and processes mail for their executive. Drafts, edits, and prepares presentations and communications ensuring their executive is pr