Executive Assistant to the Provost

at  Southern Methodist University

EDUCATION AND EXPERIENCE:

Bachelor’s degree is required.
A minimum of seven years of professional work experience providing administrative support to a high-profile administrator, high-level executive and/or senior management is required.
Experience in higher education, or a non-profit organization, preferred. Experience providing administrative support to an academic executive in higher education, desired.

KNOWLEDGE, SKILLS AND ABILITIES:

Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills.
Candidate must demonstrate strong verbal and interpersonal communications skills to effectively interact with a wide range of constituencies in a diverse community. Must also demonstrate a strong customer service orientation with the ability to exercise diplomacy. The ability to be flexible and adapt quickly to changing priorities and needs is essential.
Candidate must demonstrate strong written communication skills with ability to disseminate information into precise and effective written communications. Must also demonstrate a strong focus on attention to detail (with grammar/spelling, data, etc.).
Candidate must possess strong time management, organizational and planning skills with the ability to manage multiple tasks and meet. Must also demonstrate a high level of initiative on assignments, with the ability to work with minimal supervision and follow through with appropriate actions.
Candidate must possess strong problem-solving skills with the ability to be resourceful, proactive, and seek assistance as needed. Must also have a strong commitment to confidentiality, as this position will be required to handle confidential and sensitive information.
Candidate must demonstrate high level of proficiency with Microsoft Office (particularly Outlook, Word, and Excel). Some familiarity or knowledge with a web-based collaboration and document management system (e.g. MS SharePoint) desired. Some familiarity with or knowledge of a web content management system (e.g. Sitecore) is a plus. A strong technical aptitude with the ability to learn new software quickly is essential.

• On a day-to-day basis this individual supports the Provost by:
• Addressing and prioritizing requests: daily requests via email, phone, and other forms of correspondence: efficiently rearranging to schedule urgent meetings/phone calls; preparing draft communications; continually prioritizing requests for meetings/phone calls and handling the Provost’s calendar (daily, evenings, and weekends); preparing detailed itineraries and material for each day/evening/weekend;
• Fielding and triaging critical issues requiring the Provost’s (or Provost’s designee’s) attention, determining the best method of response and ensuring that all issues are resolved in a timely and professional manner. Monitoring multiple email inboxes and phone lines, including the Provost’s, to support work prioritization and responsiveness;
• Drafting communications (both print and email) and professional memoranda for distribution by the Provost and the Provost’s Office; monitoring and flagging items received by the Provost and the Provost’s Office requiring follow-up. Assisting the receptionist in responding to all incoming calls if there are immediate issues;
• Assimilating requests received by the Provost and the Provost’s Office (e.g., speaking arrangements, social engagements, etc.) and working with the Provost to determine the appropriate response and future action(s). Providing the Provost a detailed itinerary and supplementary material for the following day’s meetings/events (including evenings and weekends);
• Assisting the receptionist in responding to all incoming calls if there are immediate issues;
• Interacting with administrators, faculty, staff, and students providing advice and support, regarding University and academic procedures.
• The individual must manage the day-to-day issues mentioned above as well as plan accordingly in response to the academic cycle of responsibilities in this office by either overseeing or directly performing the following duties:
• Prioritizing all incoming/outgoing meeting requests and handling the scheduling of the Provost’s calendar;
• Preparing all correspondence (via email or letterhead) with detailed proofing;
• Drafting and distributing materials to support Quarterly Academic Affairs Committee meetings of the Board of Trustees (Agenda, materials, minutes, meeting setup, etc.) in line with university deadlines;
• Drafting and distributing materials to support monthly meetings of the Deans’, monthly meeting of the Provost’s Council of Academic Leadership, and weekly meetings of the Provost’s Academic Leadership Forum (agenda, materials, minutes, meeting setup, follow-up items etc.)
• Coordinating the scheduling, and supporting documentation for one-on-one monthly meetings between the Provost and the Provost’s 25 direct reports;
• Assisting in the management of the university’s annual budget process (correspondence, meeting scheduling, documentation development/retention, etc.);
• Coordinating logistics (calendar, agenda, supporting documentation) across a broad range of events (e.g., social, business meetings/events, academic ceremonies/retreats);
• Liaising with the offices of the Vice President for Development and External Affairs and the academic deans to ensure seamless integration for high-profile events (board meetings, executive board meetings);
• Processing the Provost’s travel logistics for conferences, summits, or speaking events;
• Processing SMU business expenses for the Provost, in line with SMU policy;
• Promoting social and media recognition for the Provost and for the Office of the Provost (research/teaching, etc.);
• Reviewing and revising core components of the Office of the Provost website.
• Oversight of Coordinator who is the receptionist; handling multiple social events retreats; travel for conferences, summits, conferences, speaking events; SMU business expenses for the Provost; Social and Media recognition for the Office the Office of the Provost website; ordering supplies and any necessary equipment/furniture.
  Qualifications