Executive Assistant

The Executive Assistant II provides strategic administrative and operational support to two Vice Presidents leading critical functions in AI Innovation and Digital Learning Solutions. This role serves as a vital business partner ensuring seamless coordination of priorities communications and operations while also managing project workflows and general office operations.

Acting with the highest level of professionalism discretion and integrity the Executive Assistant II anticipates needs streamlines workflows coordinates cross-functional initiatives and serves as a trusted partner in driving organizational excellence and collaboration across Adtalems innovation portfolio.

Executive Support & Strategic Partnership

• Provide high-level administrative and strategic support to two Vice Presidents managing complex calendars domestic and international travel arrangements meetings and communications with accuracy and confidentiality.
• Anticipate needs and proactively manage competing priorities across both leaders to ensure they are fully prepared for meetings events and key initiatives.
• Own the rhythm of each executives day and week managing time as a strategic asset protecting focus time and optimizing for impact.
• Serve as a primary liaison between the Vice Presidents internal teams and external partners reflecting Adtalems values of respect collaboration and service excellence.
• Prepare edit and manage correspondence reports presentations and briefing materials for senior leadership including the Executive Cabinet and Board of Directors.
• Support expense tracking and administrative needs for both Vice President offices.
• Build and maintain strong partnerships with other Executive Assistants across Adtalem to enable seamless scheduling information flow and enterprise-level coordination
• Act as a trusted sounding board and thought partner exercising discretion judgment and situational awareness to help leaders make informed decisions.

Project Coordination & Strategic Initiatives

• Facilitate communication and coordination among project stakeholders scheduling working sessions and capturing key decisions and next steps.
• Maintain project documentation status reports and repository of key materials.
• Maintain team huddle boards and prepare and support team staff meetings.
• Partner with other executive offices to support strategic projects and initiatives across Adtalem and its institutions.
• Track executive action items follow-ups and deliverables ensuring accountability and timely execution without overloading leaders.
• Continuously refine processes templates and tools to streamline executive operations and elevate efficiency across the office.

Office Operations 

• Serve as first point of contact for the AI Innovation and Digital Learning Solutions offices providing professional and welcoming support to visitors guests and employees.
• Manage guest check-in procedures coordinate visitor badges and ensure seamless hospitality experience.
• Oversee office supplies inventory equipment needs and workspace organization for both Vice President offices.
• Coordinate on-site meeting logistics including room setup technology support catering and materials preparation.
• Maintain organized and secure filing systems both physical and digital and handle confidential information with discretion.
• Act as a calm professional presence who sets the tone for the office environment balancing warmth with executive-level polish.
• Manage sensitive information with absolute confidentiality serving as gatekeeper and guardian of both time and trust.

Communications & Stakeholder Management

• Coordinate complex meetings events and convenings that advance institutional priorities and foster collaboration.
• Deliver requested documents and updates to the Office of the CEO and other key stakeholders as needed.
• Manage internal and external communications on behalf of the Vice Presidents ensuring timely responses and appropriate escalation.
• Uphold Adtalems mission values and policies while fostering a culture of care accountability and operational excellence.
• Craft clear concise and polished communications that reflect executive voice and brand.
• Anticipate follow-up needs prepare leaders with context and ensure they are never surprised two steps ahead in every interaction.
• Represent the executives with maturity tact and influence in cross-functional and leadership settings.

Qualifications :

• Associates degree. 
• Five (5) plus years of demonstrated experience providing executive-level support in a complex fast-paced organization.
• Proven ability to manage confidential information and sensitive issues with discretion and sound judgment.
• Exceptional communication organization and relationship-building skills with ability to engage effectively across all organizational levels.
• Advanced proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) and collaboration platforms.
• Strong attention to detail and ability to balance multiple priorities with professionalism and poise.
• Experience coordinating projects tracking deliverables and managing cross-functional workflows.
• Demonstrated ability to work independently exercise initiative and adapt to changing priorities.

Preferred

• Higher education or technology sector experience.
• Familiarity with AI digital learning or educational technology environments.
• Experience supporting multiple senior executives simultaneously.
• Project management training or certification.
• Proficiency with project management tools (e.g. Asana Smartsheet) and virtual collaboration platforms.

Key Competencies

• Strategic thinking and ability to see the bigger picture while managing tactical details.
• Proactive problem-solving and anticipatory service approach.
• Professional presence and executive-level communication skills.
• Adaptability and composure under pressure.
• Collaborative mindset with strong team orientation.
• Commitment to continuous learning and innovation.

Additional Information :

In support of the pay transparency laws enacted across the country the expected salary range for this position is between $20.51 and $37.18. Actual pay will be adjusted based on job-related factors permitted by law such as experience and training; geographic location; licensure and certifications; market factors; departmental budgets; and responsibility. Our Talent Acquisition Team will be happy to answer any questions you may have and we look forward to learning more about your salary requirements. The position qualifies for the below benefits.

Adtalem offers a robust suite of benefits including:

• Health dental vision life and disability insurance
• 401k Retirement Program 6% employer match
• 15 Days of Paid Vacation Days each Calendar Year
• 12 Paid Holidays 2 floating holidays
  
  For more information related to our benefits please visit: Opportunity Minority / Female / Disability / V / Gender Identity / Sexual Orientation

   

  
  

  Remote Work :

  No

  
  

  Employment Type :

  Full-time