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Lead Executive Assistant

4 months ago

Flagstaff, United States Northern Arizona University Full time

**Workplace Culture**

NAU aims to be the nation’s preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

**Special Information**

This position is an on-site position which requires the incumbent to complete their work primarily at the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.

Under the direction of the Chief of Staff, the Lead Executive Assistant works with a high degree of independence, decision-making and initiative in leading and directing all day-to-day functions on behalf of the Provost and Provost’s Office team, including management of the Provost’s schedule and events, coordinating with stakeholders and contributing to strategic planning. Additionally, the position includes leading special initiatives, supervising student employees, and maintaining relationships within the university.

Management of Provost Engagements and Activities - 65%
- Oversee the Provost’s calendar, including the administration and prioritization of meetings, invitations, and other events (includes making determinations regarding scheduling priorities, confirming attendance when applicable, gathering vital information about event/meeting logistics, and tactfully managing scheduling conflicts and prioritization).
- Negotiate and manage the needs of individuals and groups requesting time with the Provost, often working independently to commit the Provost’s time in a manner that advances the priorities of the office.
- Coordinate with the Director of Operations for the President's Office to manage event attendance requests for the President and Provost, ensuring their schedules are optimized and balanced.
- Communicate effectively with collaborators and stakeholders to manage rescheduling and/or cancellations resulting from emergent priorities, using diplomacy and judgment to ensure understanding and minimize disruption.
- Working with the Chief of Staff, make appropriate arrangements with a high level of attention to detail for sector meetings throughout the academic year (Dean’s Council, Academic Leadership Summit, Academic Leadership Collaborative, etc.), including scheduling presenters, meeting room setup, virtual/tech preparation, room reservations, catering/reservations and the like, to facilitate successful meetings.
- Manage the Provost’s schedule effectively throughout the day, ensuring adherence to the daily schedule.

Strategic Planning and Support - 20%
- Prepare detailed briefings to ensure the Provost is well-prepared for meetings and events with internal and external audiences.
- Identify impactful information and elevate issues to the attention of the Chief of Staff.
- Contribute to strategic planning for events, engagements, and activities involving the Provost, considering institutional and sector priorities.
- Under the direction of the Chief of Staff, organize, facilitate, and support special initiatives spearheaded by the Provost's Office, including retreats and cross-divisional events, working closely with the President’s Office, SVP Engagement and Public Affairs Office as well as other university offices.
- Establish and maintain collaborative relationships with key stakeholders, including deans, vice provosts, and vice presidents.

Office Management - 10%
- Provide leadership and direction for student employees in the Provost's Office and serve as point person for escalation of issues.
- Supervise and train student employees in the office.

Other - 5%
- Perform other duties as assigned.

**Minimum Qualifications**
- Undergraduate bachelor’s degree.
- 5-7 years of relevant experience.
- Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

**Preferred Qualifications**
- Advanced degree (Master’s, PhD, etc.)
- No/limited prior supervisory experience is required but demonstrated team leadership strongly preferred.

**Knowledge, Skills, & Abilities**
- Advanced knowledge of administrative and University principles and practices.
- Advanced knowledge of principles and practices for providing customer and personal services.
- Advanced knowledge of records administration and maintenance techniques and procedures.
- Planning, analyzing, and coordinating activities and establishing priorities.
- English composition, grammar, spelling, and punctuation.
- Scheduling and planning meetings.
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Organizational and project management skills.
- Problem solving, organizational, and analytical capabilities.
- Communicates effectively.
- Represents office and University in a professional manner.
- Balances competing priorities.
- Promotes a diverse, inclusive environment.

**Background Information**

**Salary**

**FLSA Status**

This position is exempt from the overtime provisions of the Fair Labor Standards Act