Executive Associate

Oversees and coordinates daily administrative operations, ensuring efficient execution of departmental activities, business processes, and compliance with university policies and procedures. Serves as the administrative support representative for the department, providing information, responding to inquiries, and facilitating communication among leadership, staff, faculty, vendors, consultants, contractors, and external stakeholders with professionalism, discretion.

Provides comprehensive executive support to department leadership, including management of executive calendars, meeting schedules, travel arrangements, events, committees, and special initiatives; prioritizes competing demands based on the needs of the department. Coordinates logistics for meetings and events on behalf of the department. This includes securing and preparing meeting spaces and arranging appropriate resources to accommodate all participants.

Develops, prepares, and distributes professional communications, reports, presentations, memorandums, agendas, briefing materials, meeting summaries, and correspondence for a variety of audiences. Coordinates personnel-related administrative functions, including onboarding, personnel transactions, organizational records, leave reporting, and other human resource activities in accordance with university policies.

Coordinates and supports departmental and project initiatives by maintaining schedules, tracking deliverables, milestones, budgets, and action items; prepares status reports and communicates progress to stakeholders. Maintains departmental and project records, electronic filing systems, document controls, and naming conventions to ensure accuracy, accessibility, retention, and compliance with institutional standards.

Conducts research, gathers and analyzes information, prepares reports, and supports strategic planning, decision-making, operational assessments, and special initiatives. Documents key discussions, decisions, risks, and action items from meetings and follows up with responsible parties to support accountability and timely completion of assigned tasks.

Identifies opportunities for process improvement and implements or recommends enhancements that increase operational efficiency, effectiveness, consistency, and service quality.

Supports procurement, contracting, and financial administration activities for departmental operations, construction projects, and real estate initiatives, ensuring compliance with institutional policies and procedures. Assists with the development and review of Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and other solicitation documents to ensure completeness and compliance with institutional requirements.

Serves as a liaison with procurement personnel, consultants, contractors, vendors, and service providers regarding purchasing activities, contract requirements, project coordination, and documentation needs. Tracks project and operational budgets, expenditures, encumbrances, invoices, funding availability, and financial records; assists leadership in identifying variances and supporting sound fiscal management.