Executive Assistant & Strategic Operations Manager

The Executive Assistant & Strategic Operations Manager provides high-level executive administrative integrative and project coordination support to senior Advancement leadership including the Vice President for Advancement. This role requires independent judgment discretion and a proactive approach to aligning executive priorities in a remote environment.

In addition to traditional executive support this position functions as part of the Business Operations team as an organizational integratorensuring alignment across leadership priorities projects communications and operational follow-through. The role serves as a trusted partner to executive leadership by orchestrating complex schedules facilitating leadership meetings preparing executive-level materials managing projects and driving accountability for strategic initiatives.

The position functions as a key liaison across Advancement campus partners and the CU Foundation and plays an integral role in the effective operation of the System Advancement Leadership Team. As a member of the Business Operations team this role reports to the Director of Budget Finance & Business Operations with dotted line reporting to the Vice President for Advancement.

The position reports to the Director of Budget Finance & Business Operations and is exempt from the State of Colorado Classified Staff System.

Applicants must be Colorado residents or able to relocate to Colorado within a month of starting employment with University of Colorado System Administration.

The CU System Office of Advancement follows a flexibility first approach that blends a highly hybrid work environment (part work from home part in office) with planned in-office work to facilitate collaboration strategic planning and teaming. This model currently includes two (2) required callback weeks annually when all our colleagues are expected to be together in the office. Plus up to two (2) additional in-person meeting weeks each year as determined by the supervisor.

In addition other in-office days are defined by business need for each position. For this specific role two to three additional days are required in the office each month. Any additional in-office time will be determined by this positions manager. This role is expected to work from the CU System office at 1800 Grant Denver Colorado during in-office work time.

Please note leadership may adjust in-office work requirements with a minimum of three months notice before any change can be implemented.

Duties and responsibilities of the position include but are not limited to:

Executive & Administrative Support
Provide comprehensive executive support to the Vice President and up to three Associate/Assistant Vice Presidents who make up the Advancement Leadership Team including complex calendar management multi-stakeholder correspondence and coordination and travel and expense report support in a remote environment.
Serve as the primary point of contact for senior-level internal and external partners exercising discretion and professionalism.
Draft and distribute executive-level correspondence and communications as requested.
Manage the leadership team program plan and associated processes integrating key workflows and initiatives into annual schedules for leadership management and staff meetings proactively resolving conflicts and optimizing executive time.
Act as a thought partner to executive leadership by organizing task lists monitoring follow-up items and ensuring accountability for critical initiatives.

Materials Creation & Executive Communications

Draft meeting materials including PowerPoint presentations Excel files and Word documents as needed for the VP and leadership team.
oCoordinate specific meeting arrangements including organizing and setting agendas and developing or coordinating relevant meeting materials.
oProactively generate materials by synthesizing past materials and other relevant documents
oFollow up to ensure materials are received and shared with relevant participants prior to meetings to ensure full engagement and efficient use of time.
Use data from Advancements customer relationship management system (CU Ascend) and associated tools to create reports spreadsheets and correspondence on behalf of the Vice President for Advancement.
Assist with internal and external communication and improve transparency by proactively identifying communications needs and sharing feedback from employees with VP and leadership team.
Provide excellent confidential communications support for the VP and leadership team as needed through all modalities verbal written and online meetings working closely with Advancement communications teams as appropriate.

Project Management & Executive Enablement
Facilitate regular leadership planning review and strategy sessions ensuring meetings are well-structured focused and outcome oriented.
Track action items results and target dates; follow up with appropriate partners to support timely execution.
Apply project management discipline including planning scope management issue tracking and communication.
Serve as support to leadership by identifying risks surfacing challenges and proposing resolution options.
Facilitate agendas and serve as host/emcee for staff meetings as appropriate providing updates and ensuring clear communication.

Integrator & Cross-Functional Alignment Responsibilities
Function as an integrator across senior leadership priorities ensuring alignment between strategy operations communications and execution.
Translate executive direction into coordinated actions by clarifying priorities sequencing work and ensuring shared understanding across leaders and teams.
Assess progress across leadership initiatives and interdependent projects identifying gaps overlaps or misalignment and elevating issues for resolution.
Facilitate coordination among executives directors and functional leaders to ensure decisions are implemented consistently and effectively.
Reinforce accountability by following commitments made by leadership supporting follow-through and diplomatically handling when priorities drift.
Serve as a stabilizing presence in a remote environment by maintaining structure cadence and continuity across leadership workflows.
Support leadership decision-making by integrating information from multiple sources into clear summaries recommendations and next steps.

Process Improvement & Strategic Support
In conjunction with the Director of Budget Finance & Business Operations support the Advancement strategic planning process including development of annual planning materials coordination of inputs and progress tracking.
Serve as a subject matter expert for supporting leadership and staff in project and plan tracking.
Find opportunities to streamline processes improve workflows and leverage technology to increase efficiency.
Exercise independent judgment in problem-solving and drive follow-up and resolution of issues arising from leadership discussions and executive meetings.
Handle special projects and perform related duties as assigned.

Salary: The anticipated hiring range has been established at $85000-$95000.

CU System Administration takes into consideration a combination of the selected candidates education training and experience as it relates to the position as well as the positions scope and complexity internal pay equity and external market value when determining a salary level for potential new employees.

Benefits: With our unparalleled range of benefits including top-notch healthcare comprehensive wellness programs enriching professional development and a dynamic work-life balance we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options some inclusive of IVF assistance.
• Disability Life Vision Insurance options.
• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay a 401k or 403b plan and a 457 deferred compensation plan.
• Pre-tax savings plans such as Health care and Dependent care flexible spending accounts.
• Embrace a healthy work-life balance with ample sick and vacation leave along with at least 12 paid holidays. This includes a dedicated week off for winter break.
• 6 weeks of parental leave to adjust to the joys of parenthood.
• A tuition benefit program for you and/or your dependents.
• Free RTD EcoPass and Free Onsite Parking at our 1800 Grant Street Office.
• Many additional perks & programs with the CU Advantage.

Additional taxable fringe benefits may be available.

For more information on benefits programs please review our Comprehensive Benefits Guide.

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)

Minimum Qualifications:

Please ensure your resume includes any and all relevant experience to be accurately assessed against these qualifications. You must meet all minimum requirements listed at the time of application to be considered for this role.

Bachelors degree from an accredited institution of higher education or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis).
Six (6) years professional experience providing executive-level administrative and integrative support including:
oComplex scheduling and meeting coordination
oStrategic cross-functional coordination and follow-through
oProject planning and execution
oAdvanced use of Microsoft Office Suite
Demonstrated experience in effective utilization of project management tools or workflow systems such as to run projects efficiently and effectively in a remote environment.
Experience supporting executives and/or leadership teams in a complex organization.

Preferred Qualifications:

Eight (8) years professional executive assistant experience as indicated above.
Prior work experience at a public institution of higher education or other complex and dynamic organization.
Two (2) years experience applying the Agile framework for project management or other similar methodology that supports structured yet flexible collaboration to effectively move projects forward to successful implementation.

Knowledge Skills and Abilities:

To be successful in this position employees will need to know the following:
Solid understanding of executive support organizational integration and project management principles tools and standard methodologies.
Exceptional organizational communication and interpersonal skills.
Demonstrated ability to synthesize nuanced information and present it clearly to leadership.
Highly proficient to expert user of Microsoft Office Suite (Outlook Word Excel PowerPoint) with the ability to quickly learn new systems and technologies.
Strong project management skills with the ability to handle multiple concurrent priorities.
Proven ability to work independently exercise sound judgment and maintain strict confidentiality.
Ability to build positive working relationships across diverse teams and key partners while representing the Vice President and leadership team with professionalism.
Capacity to perform effectively under pressure and adapt to changing priorities.
Ability to anticipate needs of senior leadership and proactively solve problems using sound judgment.

For full consideration please attach the following as separate documents to your application:

1. A cover letter identifying the job specific minimum qualifications you possess
2. A resume including any and all relevant experience to be accurately assessed against the qualifications listed in the posting.

Please ensure you check the Job Specific Attachments box next to each document on the Required Documents page of the application for the appropriate documents to be attached.

Per the Colorado Job Application Fairness Act you are not required to provide your date of birth dates of school attendance or dates of graduation on your resume or cover letter. If an application requires additional materials such as a transcript or certification you may redact identifying information relating to your date or birth dates of school attendance or dates of graduation.