Executive Assistant to the Provost

Executive Assistant to the Provost Dayton, OH Job Details 1 day ago Qualifications Meeting minutes Employee onboarding Stakeholder engagement Education administration Report writing Microsoft Excel Microsoft Outlook Non-profit experience Operations management Bachelor's degree in communications Event coordination Banner Writing skills Leave management Basic math Content editing Executive administrative support Research Improving operational efficiency Bachelor's degree in business administration Customer inquiry handling Supervising experience Policy & process development Decision making Newsletters (communication methods) Communications Research data analysis Business Administration Continuous quality improvement (CQI) Office management Managing executive calendars Data collection Senior level Onboarding process management Business Associate's degree Escalation handling Leadership 2 years Communication skills Stakeholder management Full Job Description Provide high-level executive administrative support for all activities of the Provost, the University's chief academic officer. Ensure the efficient, effective, and professional operations of the Office of the Provost in alignment with institutional priorities and national best practices. Demonstrate commitment to continuous quality improvement and provide outstanding service to internal and external stakeholders at the highest levels of the university and community. Minimum Qualifications Bachelor's degree and two (2) years of related experience, OR Associate's degree and four (4) years of related experience. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent written and verbal communication skills, including experience in writing, editing, and proofreading. Ability to calculate and analyze basic numerical data. Proven administrative or executive assistant experience. Knowledge of office management systems, practices, and procedures. Strong attention to detail with excellent planning, organizational, and problem-solving skills. Ability to maintain confidentiality and handle sensitive information with discretion. Preferred Qualifications Bachelor's degree in business administration, communications, management, or a related field. Five (5) or more years of progressively responsible experience supporting executive leadership, preferably in a higher education or nonprofit setting. Experience supervising staff and managing office operations. Demonstrated ability to manage multiple priorities and projects in a fast-paced environment. Familiarity with university governance structures, accreditation processes, and academic administration. Proficiency with enterprise-level software systems (e.g., Banner, PeopleAdmin, or equivalent). Experience supporting senior-level meetings, including agenda preparation, minutes, follow-up tracking, and distribution of supporting materials. Experience coordinating executive events, accreditation visits, or leadership retreats. Strong interpersonal skills with the ability to work effectively across diverse stakeholder groups, including senior leadership, faculty, staff, students, trustees, and external partners. Essential Functions and percent of time: 35% — Office Operations Management Manage the operations of the Office of the Provost, executing a broad and complex range of assignments and exercising independent judgment. Provide independent administrative support and necessary decision-making in the absence of the Provost; convey delegated decisions to academic and administrative units. Develop and implement policies, procedures, and systems that ensure productive and efficient operations. Review and approve leave requests (vacation and sick leave) for the Provost's direct reports. Supervise the Administrative Specialist and oversee day-to-day office activities. Initiate, draft, and prepare correspondence, reports, presentations, and communications. Anticipate problems, critical issues, and opportunities, advising the Provost accordingly. Provide input on issues related to university operations and priorities. Handle sensitive and confidential matters with the highest discretion. Coordinate Provost-led initiatives and special assignments. Exercise signature authority for the Provost when appropriate. 35% — Schedule, Communications, and Event Management Manage the Provost's schedule and maintain effective calendar systems. Collect, analyze, and organize data needed for meetings, briefings, and appointments. Serve as the first point of contact for inquiries from internal and external constituencies, providing information or directing to the appropriate office. Meet with unscheduled visitors, resolving or redirecting issues as needed. Investigate, resolve, or escalate problems and concerns presented to the Provost. Shape, draft, and disseminate messaging, correspondence, and digital communications on behalf of the Provost's Office. Coordinate special events and visits hosted by the Provost, including Board retreats, accreditation visits, and leadership retreats. 30% — Liaison, Governance, and Committee Support Serve as the primary administrative liaison with the Provost's Council of Vice Provosts and Deans, Faculty Governance, senior administrators, and external community partners—fostering strategic collaboration and strong partnerships with all, both collectively and individually. Research, analyze, and compile information to develop recommendations, reports, or directives from the Office of the Provost. Develop, distribute, and manage agendas, supporting materials, and action tracking for Provost-led meetings, councils, and committees. Serve as note-taker and prepare official minutes for Board of Trustees meetings. Provide strategic problem-solving support and guidance across academic and administrative units. Support academic leadership reviews and onboarding of new university leaders. Ensure effective communication management for the Office of the Provost, including coordination of newsletters, bulletins, or other faculty and leadership updates. Essential Functions and percent of time (cont'd): Non-Essential Functions and percent of time: Perform other duties as assigned to advance the mission of the Office of the Provost.