Executive Assistant to the Provost

Executive Assistant to the Provost

SUMMARY

The Executive Assistant to the Provost provides high-level administrative and operational support to the Chief Academic Officer of the college and serves as a critical partner in advancing the colleges academic mission. This role also provides administrative support to the Dean of Faculty focusing on initiatives that facilitate the faculty employment hiring process and professional development. The position requires exceptional judgment professionalism and discretion in handling sensitive information while balancing multiple priorities in a dynamic academic environment.

The Executive Assistant works collaboratively with the Executive Assistant to the President to ensure the Executive Suite operates efficiently and professionally with appropriate resources smooth workflows and a welcoming accessible environment. This includes greeting and assisting guests helping foster a positive impression of the colleges leadership and contributing to a culture of hospitality.

This is a primarily an in-person role based on campus to best support the needs of the Provosts Office and its stakeholders though flexibility in scheduling may be considered.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

Administrative and Operational Support:

• Manage the Provosts complex calendar coordinating meetings events and travel arrangements.
• Prepare agendas briefing materials and presentations for the Provost and the Dean of Faculty.
• Draft proofread and manage high-level correspondence reports and other communications.
• Monitor deadlines and deliverables to ensure commitments are met.

Support for the Dean of Faculty:

• Provide administrative and logistical support to the Dean of Faculty for faculty hiring and orientation
• Assist with scheduling in-person event coordination and communications related to faculty workshops training sessions New Faculty Orientation the Faculty Mentoring Program & in-service days.
• Maintain and organize faculty records and manage access permissions in Google Workspace.
• Help track support schedule travel for faculty professional development opportunities and organize faculty development share out sessions.

Executive Suite Collaboration

• Partner with the Executive Assistant to the President to ensure the Executive Suite operates efficiently professionally and with the necessary resources.
• Maintain a welcoming and accessible environment for faculty staff students and external guests.
• Provide support for Board of Trustee committee meetings including logistics and note-taking in coordination with the Executive Assistant to the President.

Project and Event Coordination:

• Support the planning and execution of Provost office events including Convocation Teaching Excellence Awards Outstanding Seniors and Valedictorian Luncheon CHROMA (end-of-year campus-wide exhibition) and Commencement.
• Track strategic project progress and ensure timelines and milestones are met.
• Maintain organizational systems to manage priorities efficiently.

Liaison and Communication:

• Act as the primary point of contact for internal and external stakeholders seeking access to the Provost or Dean of Faculty.
• Facilitate communication between the Provosts Office academic departments faculty staff and students.
• Represent the Provosts Office professionally in meetings on calls and in written correspondence.

Confidentiality and Compliance:

• Handle sensitive information with the highest level of discretion and confidentiality.
• Ensure all administrative processes comply with institutional policies and procedures.

SUPERVISORY RESPONSIBILITIES

Recruit hire and oversee the student workers in the Executive Suite.

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required.

Key Competencies

• Proficiency with Google Workspace
• Communication skills - written and verbal
• Attention to detail and accuracy
• Ability to anticipate / forecast / plan for Provost Dean of Faculty workflows
• Planning and organization skills
• Strong customer service skills
• Prioritization/multi-tasking abilities
• Confidentiality

EDUCATION and EDUCATION

• Bachelors degree required.
• 3-5 years of administrative experience preferably supporting senior executives or leadership in higher education.
• Knowledge of operation of standard office equipment
• Knowledge of clerical/administrative procedures such as digital filing and record keeping

PHYSICAL DEMANDS

• The employee is regularly required to sit; use hands to finger handle or feel; and talk or hear. The employee frequently is required to stand walk and reach with hands and arms.
• The employee is occasionally required to stoop kneel crouch or crawl.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

About Columbus College of Art & Design Columbus College of Art & Design teaches undergraduate and graduate students in the midst of a thriving creative community in Columbus Ohio. Founded in 1879 CCAD is one of the oldest private nonprofit art and design colleges in the United States. CCAD offers nine BFA programs and a Master of Professional Studies in User Experience Design that produce graduates equipped to shape culture and business at the highest level. Additionally CCAD offers year-round community art classes for children and adults of all ages led by local creators and designers skilled in their craft. For more information visit .

About Columbus

As the 14th largest city in the country and the largest and fastest-growing city in Ohio Columbus is collaborative open and dynamic. Between incredible arts and entertainment exciting collegiate and professional sports and a spectacular downtown riverfront of sprawling greenspace Columbus has something for everyone. Here youll find all the culture and amenities youd expect in a major city with the friendly and approachable attitude of the Midwest. Franklin County where Columbus is located is the epicenter of the states political economic and social presence and is home to 1.3 million residents with a median age of 34. Columbus is a top city for equality and was the recipient of a perfect score from the Human Rights Campaign in 2020. And central Ohio is serious about higher education: the Columbus region is home to 52 college and university campuses with 22000 annual college graduates. Because CCAD is closely tied to the citys numerous art and design spaces and ever-expanding districts youll have plenty of places to experience creativity and showcase your own.

EEO Statement

Columbus College of Art & Design (CCAD) is committed to the principles of equal employment. We are committed to complying with all federal state and local laws providing equal employment opportunities and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment discrimination or retaliation based on an individuals race color religion religious creed national origin ancestry citizenship physical or mental disability medical condition gender expression age sexual orientation veteran and/or military status protected medical leaves domestic violence victim status political affiliation or any other status protected by federal state or local laws. CCAD is dedicated to the fulfillment of this policy regarding all aspects of employment.