Executive Assistant
Executive Assistant
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Job Description
Summary:
The Executive Assistant (EA) provides executive-level administrative support to the Vice President for Academic Affairs on a wide range of issues special projects policies procedures programs and academic events. The EA functions as the first point of contact for the VP responding to in-person telephone and email communications from internal and external constituents. The EA independently resolves routine issues; handles highly confidential and sensitive information with discretion; and composes clear and concise correspondence. Other responsibilities include managing the VPs calendar and assuring meetings are accurately scheduled with appropriate invitations sent to meeting participants. The EA will provide administrative support in travel planning purchasing expenses reimbursements and account reconciliations.Job Description:
Essential duties and responsibilities
- Maintain and coordinate day-to-day activities overseeing the preparation schedule and maintenance of complex calendar and contact database
- Schedule meetings conferences internal and external events lunches dinners and special events with Deans faculty staff and guests.
- Coordinate logistics for internal and external meetings and events including travel reservations accommodations and transportation for off-campus guests.
- Create agendas and minutes for Deans Council and Directors meetings.
- Create agendas for Cabinet and monthly meetings with the University.
- Research prioritize and follow up on issues and concerns addressed to VP including those of a sensitive and/or confidential nature to determine the appropriate course of action referral and/or response.
- Assist with and be present for major University events.
- Create and process expense reports P-card reconciliation and invoices.
- Edit and assist in creation of quarterly Board Reports.
- Maintain accurate files (paper & electronic).
- Arrange travel car rental and hotel reservations.
- Review contract approvals for General Counsels Office and secures approval/signature from VP.
- Assist with budget preparation.
- Perform a wide variety of administrative tasks including managing deadline-oriented communications data entry and the drafting and editing of correspondence reports and other materials.
- Answer incoming phone calls & takes messages for VP and Academic Dean.
- Maintain and approve monthly and yearly subscriptions for Academic Affairs.
- Perform other related duties as assigned.
Required knowledge skills and abilities
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written oral diagram or schedule form.
- Ability to work successfully in a multi-cultural environment.
- Ability to effectively handle confidential and proprietary information.
- Flexibility to adapt and change in a fast-paced environment.
- Ability to effectively communicate in a professional diplomatic and empathetic manner.
- Strong ability to make well-reasoned sensible and timely decisions based on careful objective review and informed analysis of available information considerations and other factors.
- Demonstrated integrity professionalism and civility.
- Strong ability to expeditiously organize coordinate manage prioritize and perform multiple tasks.
- Ability to plan schedule and organize tasks to achieve goals within or ahead of established time frames.
- Proficiency in MS Office suite Zoom Microsoft Teams and Workday (preferred)
Minimum qualifications
- Associate degree required. Bachelors degree preferred.
- A minimum of two to three years of experience in an Administrative Assistant role is required.
- Knowledge and understanding of university environment policies and procedures.
Accreditation and equal opportunity
Lynn University does not discriminate on the basis of race color gender religion sexual orientation national origin disability genetic information age pregnancy parenting status veteran status or retirement status in its activities and programs. In accordance with Title IX of the Education Amendments of 1972 Lynn University does not discriminate on the basis of sex. Inquiries concerning the application of the non-discrimination policy may be directed to the Lynn University Compliance Officer/Title IX Coordinator at 3601 N. Military Trail Boca Raton FL 33431 or 1 ; or to the U.S. Department of Education Office for Civil Rights.
Lynn University is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award baccalaureate masters and doctoral degrees. Contact the Commission on Colleges at 1866 Southern Lane Decatur Georgia 30033-4097 or call 1 for questions about the accreditation of Lynn University. 2020 Lynn University
Americans with Disabilities Act
Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling 1 .
The Annual Security and Fire Safety Report
In compliance with the Clery Act the University annually provides a report to each student and current employee as well as to prospective employees and students that provides a detailed disclosure of information regarding campus security practices (including Emergency Response Plan Timely Warnings Emergency Warnings Missing Persons fire safety policies fire prevention data and Crime Log policies) as well as crime and fire-related incident statistics for the preceding year. The Annual Security and Fire Safety Report is available online at your health Lynn University is smoke- and tobacco-free.
Employment Type
Full-Time
