Executive Administrator, Provost Office

Job Summary

Reporting directly to the Provost the Executive Administrator provides high-level administrative and strategic support for the Provost and certain offices within the Provosts portfolio. The Executive Administrator serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Provost. This position requires sound judgment exceptional organizational and communication skills discretion in handling confidential information and the ability to manage multiple priorities in a fast-paced mission-driven academic environment.

Essential Functions

• Executive and Administrative Support
  • Manage the Provosts calendar ensuring appropriate prioritization preparation materials and follow-up for meetings and events.
  • Coordinate complex scheduling and logistics with trustees deans faculty staff and external partners.
  • Review edit and prepare correspondence reports and other documents for the Provosts signature ensuring clarity accuracy and timeliness.
  • Maintain organized records and track deadlines for Provost-related initiatives reports and institutional commitments.
  • Serve as a liaison between the Office of the Provost and the Office of the President to ensure alignment on shared initiatives and communications.
• Governance and Committee Support
  • Provide administrative support to the Academic Affairs Committee of the Board of Trustees Deans Council Academic Council and other university committees.
  • Prepare and distribute confidential meeting materials agendas and reports; record minutes and track follow-up actions.
  • Collaborate with the Office for Faculty Excellence & Academic Culture on faculty lifecycle processes including promotion and tenure documentation and communications.
  • Assist in the preparation of faculty-related materials for Board of Trustees meetings.
• Communications and Institutional Relations
  • In coordination with the Provosts Office Communications Team and Vice Provost for Academic Strategy manage institutional communications from the Provost including major announcements and campus-wide messages.
  • Partner with Institutional Advancement and other divisions to support communications involving trustees donors and other external audiences.
  • Ensure that the Office of the Provost maintains a current and accurate digital presence for policies leadership bios and committees.
• Event Planning and Coordination
  • In collaboration with the Office of Protocol plan and manage key university events hosted by the Provost including: Faculty Awards Dinner New Academic Year Kick-Off Celebration Breakfasts with the Provost Faculty Fellow Reception Provost-hosted Athletics events
  • Oversee logistics for search committee processes including coordination with search firms scheduling finalist visits and ensuring smooth communications with all stakeholders.
• Student-Facing Initiatives
  • Manage Provosts Office student-facing projects ensuring consistent communication engagement and program delivery.
  • Oversee student programs such as the Nina Henderson Provost Scholars Program including strategic and operational management of the group coordination of events communications and related engagement activities.
  • Serve as a central point of contact for students and student organizations interacting with the Office of the Provost.
• Operations and Records Management
  • Develop and maintain an Office of the Provost Operations Calendar tracking all key projects timelines and responsible parties.
  • Partner with the Senior Vice Provost for Finance and Administration and the Executive Director of Finance and Administration to ensure efficient office operations and financial management.
  • Lead the development and maintenance of a comprehensive Records Management Program for the Office of the Provost.
  • Coordinate with the Director of Policy Compliance Academic Council Faculty Senate and other stakeholders on the University Policy Compliance Process.
  • Supervise student employees in Main 102 and ensure consistent front desk coverage and professional office presentation.

Required Qualifications

• Minimum of a Bachelors Degree orthe equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)
• Minimum of 5-7years of progressively responsible administrative experience preferably in higher education or a complex organization
• Demonstrated ability to manage confidential information with discretion.
• Exceptional organizational communication and interpersonal skills.
• Proven ability to manage multiple priorities under pressure and to work independently and collaboratively.
• Proficiency in Microsoft Office Suite and relevant university information systems

Preferred Qualifications

• Masters degree
• Experience working in higher education

Physical Demands

• Typically sitting at a desk/table

Location

• University City - Philadelphia PA

Additional Information
This position is classified as Exempt grade M. Compensation for this grade ranges from $ 75200.00 to $ 112790.00per year. Please note that the offered rate for thisposition typically aligns with the minimum to midrange of this grade but it can vary based on thesuccessful candidates qualifications and experience department budget and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and CompensationGuidelines & Policies for more details on Drexels compensation information about benefits please review Drexels Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.