Executive Operations Administrator

GENERAL SUMMARYThe Executive Operations Administrator exhibits a high level of professionalism proactive thinking and the ability to anticipate the needs of C-level executives and campus individual must possess the capability to manage sensitive and confidential information while supporting executive position requires comprehensive administrative and operational support as outlined below. The successful incumbent will have advanced proficiency in Microsoft Word Excel and PowerPoint along with exceptional written and verbal communication responsibilities include coordinating activities and communications across multiple campuses departments and programs on behalf of the Chancellor and executive leadership. The role will also overseeing event logistics managing complex calendars for C-level executives organizing domestic and international travel tracking executive team budgets and time off and compiling data reports. Additionally the incumbent will be responsible for creating and editing time-sensitive presentations handling phone communications and managing expense reporting and spreadsheets to support institutional role requires a proactive individual capable of leading high-level administrative functions and ensuring the smooth operation of campus DUTIES AND RESPONSIBILITIESInclude but are not limited to the following categories:Calendaring Coordinate schedule and update of calendars across time zones and geographies. Collaborate with other administrative assistants to coordinate university meetings group discussions and ongoing executive-level committee meetings on behalf of the Chancellor. Compile and distribute meeting agendas and minutes for executive level meetings. Manage high volume meeting requests for the Office of the Chancellor; critically prioritize meetings to ensure effective and efficient scheduling and use of and Logistics Provide primary support for meetings to include but not limited to arranging meeting logistics preparing agendas collecting any supporting information and compilation/distribution of meeting minutes. Work in collaboration with IT department to ensure a smooth and seamless meeting experience. Meeting platforms include live meetings/interactive software video conferences conference calls Town Halls etc. Coordinate offsite meetings and logistics and associated hotel accommodations catering room set up document preparation partnership with the Campus Director coordinate develop and support local campus events and Reporting and InvoicingManage and prepare expense reports using online expense portal and/or manual methods; submit for reimbursement. Proactively manage any extraordinary expenses to ensure appropriate approval prior to expenditure. Collaborate with Controller and Accounts Payable department to manage expense and invoicing process for the Office of the Planning: Manage domestic and international travel itineraries to include coordinating travel and lodging arrangements updating calendars with travel information and confirming reservations. Conduct research as needed for travel arrangements to ensure efficiency and detailed itineraries with all pertinent information to ensure a seamless travel experience. Communications:Provide a bridge for smooth communication between the senior leaders office and internal departments while demonstrating credibility trust and general communications to ensure timely and clear dissemination of university-critical and edit communications and presentations on behalf of senior Presentations and Project Management: Prepare documents such as spreadsheets and PowerPoint presentations create and maintain organizational charts handle correspondence take meeting minutes and prepare documents as directed. Prepare process and maintain database for special reports including invoices check requests time off forms expense reports memberships subscriptions and other needs as directed. Establish an organized system for maintaining regular and confidential files and records. Anticipate the needs of the institution; assume responsibility for projects and make recommendations about current processes and procedures. Monitor and order supplies and manage office equipment requests in relation to maintenance; printers copier service calls and other needs as and Guest Support:Act as the first point of contact for potential students and guests in the reception area; responsible for dealing with inquiries on the phone and and maintain a schedule to ensure proper coverage of the front desk receptionist area across campus locations; identify engage and oversee supplemental workers for the receptionist Support and Liaison:Serve as the senior leaders administrative liaison to the USAHS Board of board members with travel arrangements lodging and meal planning as discretion and confidentiality in relationships with all board with applicable rules and regulations set in bylaws regarding board and board committee matters including advance distribution of materials before meetings in electronic/paper DUTIES AND RESPONSIBILITIESMay perform other duties and responsibilities that management may deem necessary from time to US domestic travel required to campuses; must be able to travel to support university events including Board meetings awards ceremonies support of the Office of the Chancellor. May require occasional evening and weekend work as needed for business needs and to support the senior executives IN ORGANIZATIONREPORTS TO: University ChancellorPOSITIONS SUPERVISED: Customer Service Coordinator and Student Workers on MANAGERIAL and PEOPLE SKILLS REQUIREDTo 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. Incumbents will be evaluated in part based on the performance of each essential function. Reasonable accommodation may be made to enable individuals with disabilities to perform essential be a detail-oriented self-starter who can work both individually and in a collaborative team environment; have the ability to handle multiple tasks in a constantly changing ability to multitask and handle competing priorities solid organizational skills and a customer service critical thinking skills to synthesize information quickly to determine the appropriate path for action and written and verbal communication skills; excellent listening and assimilation skills and the ability to thrive in a fast-changing to manage confidential information with integrity discretion and a high level of trust and integrityMust possess solid and advanced level skills in MS Outlook Word Excel PowerPoint and SharePoint; knowledge of Visio is a and/or EXPERIENCEHigh school diploma required. Secondary education or a degree in a business school trade school or an associate degree highly preferred.A minimum of 5 -7 years of administrative support experience preferably at the executive level experience working in higher education is highly COMPETENCIES Collaborates - Building partnerships and working collaboratively with others to meet shared Resilient - Rebounding from setbacks and adversity when facing difficult Trust - Gaining the confidence and trust of others through honesty integrity and Results - Consistently achieving results even under tough - Creating new and better ways for the organization to be Focus - Building strong customer relationships and delivering customer-centric ENVIRONMENT Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting e.g. walking standing communicating and other physical functions as necessary. Physical requirements of this position include the following:Lifting up to 30 lbs HIRING RANGE: $79300 - $111510