Administrative Assistant II

Grand Canyon University! One of Arizona’s leading institutions of higher learning. Located in the Valley of Sun in the heart of Phoenix, Arizona, GCU is a regionally accredited, private, nondenominational Christian University.

GCU Facilities manages and services all university-owned property. By the development and maintenance of the GCU campus and surrounding areas, the GCU Facilities team aims to support and ensure the accomplishment of the university’s mission. By working creatively and collaboratively, the Facilities team fulfills the needs of the university by successfully managing resources while delivering excellent customer service.

Grand Canyon University is currently seeking a part time Executive Administrative Assistant. The Executive Administrative Assistant is an experienced assistant with thorough knowledge of business acumen who works under general direction exercising independent judgment with regard to managing the office and affairs of the Department.

What you will do :

Provide administrative and office support services to the department enabling them to focus on high level objectives and goals.

Manage the requisite calendars, coordinating calendars with university offices, faculty, students, management, and external parties to set up meetings and supervise the arrangement of related logistics such as site locations, reservations, travel arrangements, audio-visual equipment, catering, etc.

Provide daily briefing for the department head including calendar, agendas, and background material as needed.

Maintain and prioritize the department head’s agenda and to-do lists and assist with follow through.

Present a professional and welcoming image for the reception area, greeting and directing guests, faculty, staff, and students, answering phones, responding appropriately to inquiries, and handling incoming and outgoing mail appropriately and in a timely manner.

Schedule standing weekly and monthly Committee or Council, or sub-committee, meetings including direct report progress check-ins.

Attend meetings which require note taking and distributes. Follow up on action items occurring and delegated as necessary.

Proactively maintain an appropriate inventory of necessary office supplies and orders and replenish supplies as necessary to within budget.

Process and follow up as needed with required paperwork or electronic forms. Assist with navigating the University’s processes for purchasing, human resources issues, accounts payable / receivable, payroll and timekeeping, public safety / parking, etc.

Assist with planning and organizing special events, conferences, meetings, etc., initiated or hosted by the department including preparation and coordination of plan details, logistical arrangements, timelines, and communications based upon the event. This may include arranging vendors, booking conference or meeting space, scheduling speakers or talent, invitations, marketing / promotional materials, oversight of budgets and coordinating / synchronizing efforts with other staff, such as Event Services.

Maintain physical and electronic files and may prepare reports which may include highly sensitive information.

Assist with the coordination of campus visits by various guests.

Work with all levels of internal management and staff to provide smooth communication flow to senior executive management.

Answer questions about the University and provide callers / visitors with address, directions, and other information, when necessary.

Prepare expense reports and submit for management and reconciles expenses.

Handle filing, copying, and routing of documents including student information, human resources information and sensitive business information.

Other duties as assigned.

What you need :

An associate degree in business or similar is highly desired.

A minimum of 2 years’ work experience supporting executive management preferred.

Experienced in handling a wide range of administrative responsibilities.

Higher education industry experienced is helpful.

An equivalent combination of education and relevant work experience may be substituted upon supervisor’s approval.

Must successfully pass a background check.

Excellent communication skills with a good command of the English language.

Solid planning and organizational skills with the ability to prioritize, cope with changing priorities and meet competing deadlines occurring simultaneously.

High proficiency with technology, including familiarity with online meetings, video conferencing, audio-visual equipment, and other currently available technology.

Ability to maintain confidentiality, exercise good judgment, act professionally, sensitively and with a high level of discretion.

Good follow-up and follow-through skills and abilities.

Ability to cultivate and develop good work / team relationships consisting of a cross-section of diverse people and to act diplomatically.

MS Office Suite proficiency.

Why work at GCU?

Exceptional workplace benefits include medical, dental, vision, life and disability insurance, flexible spending accounts, a 401K savings plan.

Generous time off plan and 11 paid holidays

Paid time off to volunteer in the community or at GCU sponsored events.

Free covered parking

We also offer full-time employees, their spouses, and dependent children an Education Tuition Discount Program

Free on-site gyms at all our office locations