Administrative Assistant or Executive Assistant, Chancellor's Office

Summary

Job Summary

The Chancellor's Office at CU Boulder encourages applications for two Administrative Assistant or Executive Assistant positions! These positions support administrative activities for the Chancellor, the Vice Chancellor for Strategic Initiatives, and the Executive Administration & Operations Director for the Office of the Chancellor. Reporting to the Executive Administration & Operations Director, duties for these positions include but are not limited to complex executive scheduling, travel support, meeting support, and support for search and hiring processes. These positions function with a great deal of independence and initiative and will establish and maintain effective working relationships with the Chancellor, the Office of the Chancellor staff, the campus, the University System, and other agencies and institutions.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

Our mission is to serve as the state of Colorado’s comprehensive graduate research university with selective admission standards, offering a comprehensive array of undergraduate, master’s and doctoral degree programs.

Our vision is to be a leader in identifying and addressing the humanitarian, social and technological challenges of the 21st century.

Responsibilities

What Your Key Responsibilities Will Be

• Manage calendars for the Chancellor and/or Vice Chancellor for Strategic Initiatives, working closely with the Executive Administration & Operations Director to determine complex and competing scheduling priorities.
• Manage every detail of the Chancellor’s local, national and international travel, ensuring travel is as efficient and direct as possible.
• Schedule and manage meeting invitations, Zoom reservations, room reservations, logistics, and catering for campus leadership meetings and small events.
• Gather meeting materials for the Chancellor and/or Vice Chancellor for Strategic Initiatives, including soliciting, setting, and enforcing timelines for meeting and event materials from others with sufficient time for the Chancellor and/or VCSI to review and prepare for meetings and events.
• Keep track of and advise the Chancellor of meeting attendees and provide rsvp lists to the Executive Administration & Operations Director a day before the meeting; advise the Executive Administration & Operations Director of attendance by the Provost and the Senior Vice Chancellor for Operations at Cabinet meetings as soon as known.
• Serve as the first point of contact for the Office of the Chancellor, greeting visitors and answering the phone.
• Prepare and submit expense reports on behalf of the Chancellor and/or Vice Chancellor for Strategic Initiatives.
• Support office procurement, purchasing office supplies, entering requisitions into CU Marketplace, and related tasks.
• Support day-to-day management of the Office of the Chancellor and the office building, including mail intake, managing reservations for two conference rooms and submitting requests to Facilities Management.
• Provide support to the Events, Protocol and Outreach team, as needed.
• Support the Vice Chancellor for Strategic Initiatives and the Executive Administration & Operations Director on special projects.
• Provide administrative support to executive and staff search processes, including activities such as scheduling committee meetings and interviews, creating and tracking timelines and milestones, supporting candidate travel, etc.
• Support the onboarding and offboarding of Office of the Chancellor staff.
• Collaborate closely with the Executive Administration & Operations Director, Office of the Chancellor staff and executive assistants for other university executives.
• Handle highly sensitive and confidential information and materials without risk of disclosure.
• Promote a positive, welcoming culture in the Office of the Chancellor.
• Adhere to all CU and CU Boulder policies.
  
  

What You Should Know

• The work hours for this position are 8:00 am - 5:00 pm with occasional requests for evening and/or weekend hours to support events.
• This position will work primarily in person, with the option for some remote work.
  
  

What We Can Offer

• The hiring range for these positions is $65,000 - $90,000. Relocation is available for eligible candidates.
  
  

Benefits

The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .

Be Statements

Be authentic. Be excited. Be Boulder.

What We Require

• A Bachelor’s Degree from an accredited institution and 3 years of experience in administrative or operational management.
• Substitution: A combination of education and related experience may be substituted.
  
  

What You Will Need

• Proven success as a collaborator and relationship builder, with strong interpersonal skills and the ability to build coalitions and collaborative relationships with a broad range of individuals and groups, including senior executives, to achieve results.
• Proficiency with Microsoft Office products, including Outlook, Word, Excel, and PowerPoint.
• Proven success learning new technologies.
• Ability to handle confidential matters with utmost discretion.
• Ability to communicate effectively, both in writing and verbally.
• Ability to thrive both independently and as a member of a team.
• Ability to establish work priorities using organizational skills and attention to detail.
• Outstanding customer service skills.
  
  

What We Would Like You To Have

• Experience supporting executive-level staff.
• 5 years of related work experience.
• Experience working in large, complex organizations.
• Experience with travel and expense systems.
  
  

Special Instructions

To Apply, Please Submit The Following Materials

• A current resume.
• A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
  
  

We may request references at a later time.

Please apply by February 16, 2025 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.