Executive Assistant

Apply for Job Job ID365063 LocationTwin Cities Job FamilyAdministration-General Full/Part TimeFull-Time Regular/TemporaryRegular Job Code8208A3 Employee ClassCivil Service Add to Favorite Jobs Email this Job About the Job The Executive Assistant in the Office of the President is a key partner, providing essential administrative support to high-level projects, committees, and initiatives within the University of Minnesota. This role is integral to the smooth operation of the Office of the President, ensuring senior staff are consistently informed, prepared, and aligned with the University's objectives. Working in a fast-paced, dynamic environment, the Executive Assistant collaborates closely with internal and external stakeholders to advance the University's mission. ROLES AND RESPONSIBILITIES Strategic Administrative Support (50%): Provide high-level administrative assistance to senior staff within the Office of the President, ensuring the successful execution of key initiatives, programs, and activities. This includes the preparation and review of critical correspondence, reports, memoranda, and announcements. Provide administrative support and document management of Board of Regent materials coming from the Office of the President. Administrative Operations (50)%: Executive-Level Calendar Management: Oversee complex scheduling for senior leadership, coordinating with internal and external stakeholders. Ensure seamless organization of meetings and events by preparing relevant materials and ensuring staff are fully briefed. Event and Meeting Leadership: Manage all aspects of executive meetings and events, including vendor management, logistics, communications, and guest coordination. Ensure events run smoothly, representing the professionalism and prestige of the Office of the President. Support the management of the Presidents Football suite, including coordinating credentials, tickets, parking needs and proper set up on game days. Confidential and High-Sensitivity Coordination: Support the Director of Administrative Services with their support of the President by handling sensitive materials, coordinating high-level appointments, and maintaining confidentiality with discretion. Develop and maintain effective working relationships internal and external to the President's Office, including University and collegiate leadership and state agencies. Operational Efficiency and Improvement: Continuously assess and recommend improvements to office operations, ensuring the highest level of efficiency and effectiveness in support of the President's Office. Assign work to other administrative staff as appropriate. Facilities and Resource Management: Serve as the Resource Responsibility Center Facility lead and Departmental Facility Representative, managing the physical office environment (departmental U card access) and supporting the building's Resource Responsibility Center and communications to building occupants. Financial and Travel Oversight: Manage reimbursements, travel card reports, and other financial processes for senior staff using Chrome River. Manage institutional memberships and membership invoices. Technology and Equipment Coordination: Oversee equipment contracts and service needs, ensuring the office is fully equipped for optimal operation WORK DAYS: Monday to Friday WORK MODE: Monday to Thursday in person on campus, Friday - hybrid Qualifications Required Qualifications: Bachelor's degree plus at least four years of experience or a combination of related education and work experience to equal eight years Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Suite (Calendar, Drive, Hangouts). Strong technical skills, including database and electronic calendaring management. Exceptional written and verbal communication skills, with a focus on precise, professional correspondence. Demonstrated ability to manage confidential information with the utmost discretion. Proven experience thriving in fast-paced, d adline-driven environments, delivering structured work with accuracy and timeliness. Strong organizational and project management skills, including the ability to handle multiple tasks simultaneously. Ability to work both independently and as part of a collaborative team, with a high level of self-direction. Experience in event planning, including managing logistics, technical needs, and communications for high-profile meetings and events. Preferred Qualifications: Experience working in a higher education environment Previous experience supporting an executive-level leader Ability to work collaboratively with diverse audiences Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) opportunity Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost Employee Transit Pass with free or reduced rates in the Twin Cities metro area Please visit the Office of Human Resources website for more information regarding benefits. How To Apply Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647. Diversity Employment Requirements Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment. About the U of M The University of Minnesota, Twin Cities (UMTC) The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive... For full info follow application link. The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.