Embry-Riddle Aeronautical University is seeking an experienced Executive Assistant to support our new Senior Vice President for Academic Affairs and Provost. The Executive Assistant will have direct responsibility for carrying out the administrative, management, and technical duties in support of the office of the Senior Vice President for Academic Affairs and Provost. This position carries substantial responsibility, involves the prioritizing of a high volume of demands placed on the Provost’s schedule, and requires a broad range of skills and the ability to exercise independent judgment, initiative and discretion.
The position requires significant independent judgment in identifying potential problems and developing solutions, maintaining strict confidentiality, and observing/adhering to the policies and procedures established by the University.Responsibilities include the following:Serve as point of contact for the SVP for Academic Affairs and Provost, responding to and handling incoming and outgoing communications including e-mail, telephone and mail correspondences using independent judgment. Maintain strict confidentiality and discretion with respect to all activities, operations, meetings and guests of the Office of the SVP for Academic Affairs and Provost, as well as operations/activities of central university administration. Prepare draft documents for the review, approval and dissemination by the Provost.Responsible for interaction with the officers of the University’s senior administration, campus administrators, industry and community leaders and their assistants to coordinate/schedule a variety of complex executive level meetings.
A positive working relationship with our campuses senior administration (Chief Academic Officers, Deans, VPs, AVPs, etc…) is necessary to ensure optimal communication and work flow across the campus. An appropriate level of decision making to support the Provost is necessary.Represent the Provost by welcoming visitors, arranging company dinners and other corporate functions; answering questions and meeting requests directed to the Office of the SVP for Academic Affairs and Provost.Arrange corporate travel and meetings by developing itineraries and agendas; scheduling the flights; booking other transportation; arranging lodging and meeting accommodations. Arrange agendas and logistics for visiting dignitaries to the University as requested by the Provost.Assemble, prepare and distribute meeting agendas, minutes and supplemental materials; attend a variety of meetings, including Dean meetings; prepare comprehensive official minutes; maintain official records of minutes. Coordinate the annual submission of Tenure and/or Promotion applications and prepare the review template for the Provost. Reconcile and audit purchase card statements, expense reports, and personal leave request for the Provost and Provost’s direct reports for review and approval.Remain current concerning problems, situations and conditions of special interest to the Provost; exercise independent judgment concerning matters requiring the Provost’s attention to assure timely action. Maintain productive, working relationships with the various administrative offices that deal with the Office of the SVP for Academic Affairs and Provost on a regular basis.