Executive Assistant

Executive Assistant
American Public University System

The Executive Assistant is a member of the Office of the Provost staff, and provides administrative support to the Provost, Associate Provost(s), and Vice Provost(s). The Executive Assistant reports to the Director of Academic Affairs and is responsible for a broad variety of administrative duties including managing the Provost's active calendar; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.

Responsibilities:

• Managing the Provost's very active and dynamic calendar by identifying priority meetings and rescheduling meetings (as needed), while ensuring all stakeholders feel valued by the Office.
• Creating and maintaining a friendly and professional office environment, supporting the Director of Academic Affairs and Provost as the face of the Office of the Provost.
• Prioritizing conflicting requests of the Office; handling all matters expeditiously and proactively, and following through on projects to successful completion, often with deadline pressures.
• Scheduling travel for the executive members of the Office of the Provost and creating/updating detailed travel itineraries for the Provost. Remain available to support travel changes, as needed.
• Onsite preparation, travel, and support (as needed) for any Academic Leadership meetings
• Partnering across departments (inside and outside of Academics) on all aspects of in-person and virtual meeting planning and execution. Executing in-person meeting logistics from start to finish (catering, room setup, technical support, agenda creation, logistics, and more). Coordinating with the University Events Team on large offsite meetings.
• Monitoring applicable email inboxes, flagging items for executive attention, ensuring all stakeholder needs are met by the Office.
• Preparing reconciliation of credit card expenses and completing expense reimbursements for members of the Office of the Provost.
• Answering appropriate email and monitoring messages for follow-up, as required.
• Maintaining up-to-date contact and distribution lists in outlook.
• Ordering office supplies and hospitality items as needed.
• Other duties as assigned.

Requirements:

• 5+ years of experience supporting a C-level employee.
• Can-do attitude with demonstrated ability to perform in fast-paced, deadline-driven environment.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Superior interpersonal skills and the ability to build strong relationships, demonstrating tact and discretion.
• Excellent written and verbal communication skills.
• Strong decision-making ability.
• Highly resourceful team-player.
• Ability to anticipate approaching problems and establish plans for future success.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Highly proficient with MS Office Suite, Teams, Zoom, and other collaboration tools to enable productivity in a virtual environment.

Education:

• Bachelor's degree required.

About Us:

American Public University System (APUS) is an Online University based in Charles Town, WV. Our University has over 100,000 students. Our emphasis is educating our nation's military and public services communities with quality and affordable education. APUS provides partnership and commitment in helping students realize the dream of a higher education and the opportunities that brings.

It is the policy of American Public University System (APUS) to afford equal opportunity to all qualified persons. We treat all qualified individuals equally as to their recruitment, hiring, assignments, advancements, compensation, and all other terms and conditions of employment. American Public University System (APUS) does not discriminate on the basis of race, color, religion, creed, sex, age, national origin, sexual orientation, or physical, mental, or sensory disability, or any other characteristic protected by law.