Executive Administrative Assistant

2 weeks ago

Flint, United States Kettering University Full time

Percent of total time 75 Duties Perform advanced and diversified administrative support duties for the Provost including: Perform responsible administrative duties for the Provost/VP for Academic Affairs, including matters of a confidential nature. Support Provost in all requests and issues. Support Day-to-Day running of the Provost Office. Build and maintain excellent relationships and communications with all “customers” of the Provost Office – act as liaison with all campus wide departments and divisions and the Provost Office. Coordinate with the Executive Assistants to the President and the CFO, respectively, on the University’s businesses. Liaise with Assistants to the deans on various tasks and activities in Academic Affairs. Coordinate with senior administrators, department heads, and directors at the directions of the Provost. Assist in cultivating a culture of excellence with a customer focus in support of the University’s mission. Handle and/or redirect inquiries from internal and external constituencies in an efficient and professional manner. Greet and assist customers and guests in a welcoming and professional manner while balancing requests for scheduled time with the Provost. Set people at ease and/or otherwise help to diffuse tense situations with grace, tactfulness, and respect. Proactively work to help address issues that arise that do not require the attention of the Provost, including enlisting the assistance of other Academic Affairs staff as appropriate. Prioritize / screen mail, phone calls, and other communications. Manage Provost’s calendar. Schedule and maintain calendar of appointments, meetings, and trip itineraries, including arranging for meeting space and related setups as needed. Set up meetings with appropriate technology, handouts, refreshments, etc. Organize and maintain office files, both hard copy and electronic. Assist in reviewing and formulating creative solutions for streamlining processes in Academic Affairs areas. Assist with the preparations of reports. Organize and maintain files of contracts entered into by the University. Monitor accuracy and maintain website information for the select departments in the Academic Affairs area. Deliver campus wide email announcements as directed and approved by the Provost. Compose complex correspondence on behalf of the office; proofreads and edits correspondence. Serve as notary public for University business. Maintain a professional work environment. Take meeting minutes and generates documented meeting minutes as required. Attend and provide staff support for major University events as needed (e.g. commencement, convocation, new student move-in, etc.). Perform other administrative support duties and special projects as assigned or requested.

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