Executive Operations Administrator

Calendaring

Manage high volume meeting requests for the Office of the Chancellor; critically prioritize meetings to ensure effective and efficient scheduling and use of time.

Events and Logistics

In partnership with the Campus Director, coordinate, develop and support local campus events and functions.

Expense Reporting and Invoicing

Manage and prepare expense reports using online expense portal and/or manual methods; submit for reimbursement.

Travel Planning:

Create detailed itineraries with all pertinent information to ensure a seamless travel experience.

Communications:

Provide a bridge for smooth communication between the senior leader’s office and internal departments, while demonstrating credibility, trust and support.

Prepare general communications to ensure timely and clear dissemination of university-critical information.

Review and edit communications and presentations on behalf of senior leadership.

Reporting, Presentations and Project Management:

Student and Guest Support:

Act as the first point of contact for potential students and guests in the reception area; responsible for dealing with inquiries on the phone and face-to-face.

Create and maintain a schedule to ensure proper coverage of the front desk receptionist area across campus locations; identify, engage and oversee supplemental workers for the receptionist function.

Board Support and Liaison:

Serve as the senior leader’s administrative liaison to the USAHS Board of Directors.

Assist board members with travel arrangements, lodging, and meal planning as needed.

Maintain discretion and confidentiality in relationships with all board members.

Comply with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

REPORTS TO: University Chancellor

POSITIONS SUPERVISED: Customer Service Coordinator and Student Workers on occasion.

High school diploma required. Secondary education or a degree in a business school, trade school or an associate degree highly preferred.

A minimum of 5 -7 years of administrative support experience, preferably at the executive level, experience working in higher education is highly preferred.

Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.

Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.

Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.

Drives Results - Consistently achieving results, even under tough circumstances.

Innovation - Creating new and better ways for the organization to be successful.

Customer Focus - Building strong customer relationships and delivering customer-centric solutions.