Executive Assistant to Provost

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $60,906 and $77,047, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

The Executive Assistant serves as the chief aide to the provost and is responsible for all administrative support needs. The executive assistant directly provides assistance to relieve the provost of administrative functions in order to increase time and availability for priority responsibilities. The incumbent will serve as the principal office liaison and represent the provost within the university and in various means of communication with trustees, high-level alumni and donors, corporate, foundation, and government officials, and other external constituencies. This individual must be able to function independently, with a great deal of initiative to proactively identify and address the needs of the provost and take appropriate action. Must demonstrate the utmost discretion and personal integrity in dealing with sensitive matters. The executive assistant will be responsible for coordinating the administrative functions of the office to ensure the highest degree of efficiency, quality, confidentiality, professionalism, and friendliness. As a team leader, the executive assistant works with the staff in the Office of the President and the Provost to create an environment of efficiency and accessibility, thereby producing a highly regarded model for the university community.

ESSENTIAL FUNCTIONS

• Administrative Support - Set standards for excellence in providing service to all constituencies. Serve as a primary contact with the Office of the President; other vice presidents; deans, trustees, major donors, corporate, foundation, business, and government officials; and other industry and education leaders. Perform highly responsible, strategic, and time sensitive work of a confidential nature with limited supervision (reports, proposals, agendas). Draft a wide array of correspondence for or on behalf of the provost. Manage interactions with internal and external organizations and individuals, including high level university administration. Work with those desiring actions from the office to identify the person/ area most appropriate to address and resolve issues. Respond to routine inquiries as delegated by the provost. Routinely handle large volumes of confidential university information, documents, and correspondence. Review incoming documents, mail, and e-mail to determine and take appropriate action. Analyze and evaluate various forms of data in order to make recommendations to the provost and assist in the planning and prioritization of workflow. Responsible for managing and coordinating the provost's daily agenda and schedule. Exercise judgment and a high degree of discretion in identifying and setting priorities for meetings and events. Meet with key contacts from other administrative units to plan trips and events. Research, collect, and organize complete and accurate information to prepare and brief the provost on all materials needed relating to appointments to ensure that the provost is properly prepared for meetings, speaking engagements, and other events. Make recommendations to and advise the provost on certain administrative and procedural matters. Manage, coordinate, and set agendas for regular Provost-convened meetings with deans, vice presidents, direct reports and other ad hoc meetings. Function as the key interface between the provost and the provost's direct reports (deans, vice provosts and vice presidents). Coordinate all activities and information exchanges with university officials, trustees, alumni, students, foundations, donors, and other academic, government, and corporate leaders. Review documents prepared by others, checking for content, accuracy, and appropriateness. Be familiar with university policies and procedures relating to fiscal controls and operations, including budgets, endowments, payroll, and grants administration. Maintain a strong knowledge of the university's structure and systems. Coordinate and oversee national and international travel arrangements for the provost, including developing itineraries for meetings with dignitaries, alumni, donors, etc. Execute special projects as assigned by the provost, managing all details, researching information, and taking the initiative to carry project through to completion. Attend meetings at the direction of the provost, serving as the provost's key staff support. Take notes and prepare minutes. Assist other staff with routine inquiries to the office. Actively seek out and suggest improvements to operations, including new procedures, documentation, and training. (60%)
• Oversee the daily administrative functions of the Office of the Provost, ensuring efficient and effective operations. This role involves supervising administrative staff, managing office resources, and implementing policies and procedures to enhance productivity and compliance. (30%)

NONESSENTIAL FUNCTIONS

• Represent the office by serving on committees and attending/ staffing university events as needed. (5%)
• Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with the provost, president, and other department staff. Continuous contact with the Provost's Executive Committee (provost, deputy provost, Senior Vice Provost and Assistant Provost) on general planning, prioritization, and work coordination. Continuous contact with the provost and members of the Office of the Provost on general priorities and emerging opportunities/challenges.

University: Frequent contact with deans, vice presidents, and trustees. Frequent contact with executive aides for the president, deans, vice presidents, vice provosts and other leaders for scheduling and coordinating work activities. Occasional contact with individual faculty members on committee, administrative, or other matters.

External: Frequent contact with high-level business leaders, governmental and community officials, and external consultants. Occasional contact with vendors, industry resources (EAB, etc.), consultants, outside agencies, members of the business community, and university partners to respond to information requests, manage invoices and/or coordinate schedules.

Students: Occasional contact with students and parents to respond to inquiries, manage requests, and/or assist with scheduling.

SUPERVISORY RESPONSIBILITY

Directly supervise some administrative support staff in the Office of the Provost.

QUALIFICATIONS

Experience: 7 years of executive administrative experience demonstrating increasing levels of responsibility and authority. At least one year of experience providing administrative support to senior-level leadership is preferred. Experience working in a higher education setting is preferred.

Education: High school education required. Bachelor's degree preferred.

REQUIRED SKILLS

• Must have a proven professional demeanor with tact, courtesy, and diplomacy.
• The highest degree of discretion is expected when managing difficult, sensitive, and highly confidential situations.
• Clear and professional written and oral communication skills.
• Ability to multi-task with strict attention to detail and a high level of accuracy.
• High level of confidentiality and integrity.
• Excellent proofreading skills.
• Desire and ability to work on a team.
• Flexibility to adapt to changing needs.
• Demonstrative initiative and creativity.
• Ability to work independently with limited supervision and make appropriate decisions.
• Thorough knowledge of standard office procedures and processes.
• Proficiency in Microsoft Word, Excel, and PowerPoint presentations, and Google Suite. Ability to troubleshoot technical problems. Knowledge of PeopleSoft is desirable.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

Extremely fast paced office environment. The employee may have to lift up to 20 lbs. and be able to bend/stoop, balance, climb stairs, push/pull, reach and reach above head. The employee will have repetitive motion using computer mouse and keyboard to type. Working after hours may be necessary on some occasions. This position is not eligible for remote work.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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