Executive Assistant to the President
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Work type: Officer/Senior Administrator
Administrative Unit:University of Alaska Statewide
School/Business unit:President's Office 4
The University of Alaska (UA) is recruiting for an Executive Assistant to the President. This position provides support to all administrative operations of the UA President's Office.
5 President''s Suite Operations: Oversight of suite coverage and logistics. Essential
5 Supervision: May hire and supervise student employee(s), assigning work and providing guidance on workload prioritization. Essential
90 Proactively directs and prioritizes the administrative support operations of the President''s Office and serves as the backup to Executive Officer for the Board of Regents. Provides major administrative support and confidential advice to the president. Administrative support performed or directed by this position includes managing information flow, project oversight, research, communication, scheduling, and travel.
Manages the timely flow of information and materials to/from the President''s Office at all times. Recognizes issues and material that may be handled without the president''s involvement. Identifies issues and materials advanced to the President''s Office that lack proper input, are incomplete or inaccurate; seeks necessary amendments prior to advancement to the president. Responds timely to all complaints, defusing issues and advancing them to the appropriate personnel for closer evaluation and handling.
Monitors progress on tasks assigned to the president''s senior staff, while also balancing accountability. Coordinates commitments ranging from the routine to high-level meetings with complicated logistics. Takes the initiative to draft agendas and correspondence. Provides administrative support to leadership bodies. Delegates when appropriate.
Assesses, anticipates, analyzes and researches issues on behalf of the president. Prepares the president for daily commitments. Manages the president''s commitments and buffers issues and interruptions with discretion. Provides advice to president''s senior staff. Oversees compliance with annual reporting requirements affecting the president.
Recognizes opportunities to communicate the president’s vision, fosters relationships and personalized communications and interactions with internal and external constituencies. Serves as a proxy for the president in routine administrative matters. Responsible for President''s Office budget that consists of both general fund and private dollars.
Initiates process improvement and efficiencies, seeking the consensus of those affected. Essential
The Executive Assistant works independently with minimal supervision and navigates an environment of multiple, sometimes conflicting, priorities. The position is responsible for drafting, proofreading, and editing documents, formatting presentations, and coordinating conference attendance, speaking engagements, and committee work. The ideal candidate will have excellent communication and computer skills and an ability to manage multiple tasks with tact and sound judgment. Qualified candidates will have significant relevant experience in a related position supporting an executive, or team of executives, and will have ample experience managing confidential matters. This position works to anticipate and resolve a wide variety of issues while maintaining a high degree of professionalism, confidentiality, and discretion.
Ability to proactively direct and prioritize administrative support operations in a fast-paced, sometimes stressful, executive office environment. Demonstrated ability to work independently and accurately while exercising sound judgment. Unquestionable confidentiality. Ability to interpret policies, regulations, rules, and procedures. Outstanding administrative skills with the ability to produce a quality work product that sets a high standard.
Minimum of five years of successful experience as an administrative assistant working in a high-level executive office environment.
Education and Training
Bachelor's degree or a combination of higher education, certification, and/or experience, that directly relates to being able to fulfill the one of a kind responsibilities of this senior administrator position.
Review Date: To ensure consideration, please apply prior to the review date: Tuesday, May 29th, 2018.
Application Materials: Please provide a resume, cover letter, and three (3) professional references.
Background Check: The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check. Probationary Period: Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat. Training Policy:It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at: http://www.uaf.edu/chancellor/policy/04.07.010/ Tobacco-Free Campus: UAF Campus is a tobacco free campus. For more information, please go to: http://www.uaf.edu/tobaccofreecampus/ Notice of Nondiscrimination: The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at www.alaska.edu/nondiscrimination
Advertised: Alaskan Daylight Time 11 May 2018
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