Executive Assistant
Executive Assistant
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Salary Not Disclosed
1 Vacancy
Job Description
Transylvania University invites applications for an Executive Assistant for the Executive Vice President Operations and Chief Financial Officer. The Executive Assistant (EA) will provide executive support for the Executive Vice President for Operations and Chief Financial Officer (EVP). Under the direction of the EVP the EA works closely with the President and the Presidents Chief of Staff to support the activities of the Board of Trustees and the Board of Regents. This role involves a wide range of responsibilities including managing calendars travel arrangements communication project management and liaising with various stakeholders. Assistance with the planning organization and execution of special projects initiatives and events often involving cross-functional collaboration will be essential.
Essential Duties and Responsibilities
- Acting as a point of contact for internal and external stakeholders managing communication flow and drafting correspondence on behalf of the EVP.
- Daily Executive support for the EVP including drafting and preparing minutes correspondence presentations and reports (such as Cabinet Updates trustee and campus communications budget communications financial package distributions and infrastructure project tracking).
- Scheduling appointments and coordinating meetings including logistics and follow-up.
- Assisting with the coordination and tracking of key projects and Strategic Plan initiatives ensuring deadlines are met and deliverables are on track.
- Assisting with expense reports financial reports or other financial-related tasks depending on the specific needs of the EVP.
- In conjunction with the Presidents Chief of Staff and the EVP prepare materials and minutes for the Board of Trustees (including several of the Boards Committees) the Board of Regents and the Bingham Board of Trust.
- Assist with management and tracking of office budgets invoices and credit cards under control of the EVPs Office.
- Perform records management by overseeing the filing system (electronic and paper) creating files and records as necessary updating files and records determining retention and purging schedules and retrieving files and documents as needed.
- Coordinating the regular Internal Policies and Procedures review as directed by the EVP.
- Prepare correspondence for distribution or approval and signature checking the documents for completeness and accuracy. Review correspondence and documents prepared by other offices for the Presidents or EVPs signature.
- Make travel arrangements; prepare and process travel authorization/claims etc. for the the EVP.
- Manage University and Presidential condolences birthday greetings and milestone observations and congratulations for the faculty staff and friends of the University.
- Work closely with other staff on various other projects to coordinate work and ensure effective communication.
- Coordinate the processes related to the annual University Awards.
- Contribute to the overall success of the University by performing other essential duties and responsibilities as assigned.
Education and Experience:
- An earned bachelors degree is preferred; an associates degree is required.
- Significant experience in executive-level administrative support preferably in a higher education setting is typically required.
- Evidence of superior oral written and interpersonal communication skills.
- Highly organized detail-oriented and able to manage mulitple priorities under pressure.
- Evidence of confidentiality and discretion: Handling sensitive information with utmost confidentiality and exercising sound judgment in all interactions.
- Evidence of building and maintaining strong relationships with internal teams and external contacts.
- Evidence of collaborating with various departments to ensure efficient operations and clear communication.
To begin the application process please submit your resume and a cover letter by clicking Apply Now below. Please write your cover letter to the attention of Michelle Bliffen Vice President Human Resources. Please apply by August 2 2025; however resumes will be accepted until the position is filled.
Transylvania University is an Equal Opportunity Employer and is committed to enhancing the diversity of the university community. In support of this goal we seek qualified candidates with a wide range of backgrounds perspectives and experiences. We embrace diversity and encourage all who are interested to apply.
Employment Type
Full-Time
