Executive Assistant to the Assistant Vice Chancellors for Advancement
- Employer
- University of Colorado Boulder
- Location
- Colorado, United States
- Salary
- $53,000.00 - $61,800.00
- Closing date
- Jun 30, 2022
View more
- Position Type
- Administrative, Office Administration, Other Administrative
- Fields
- Education
- Employment Type
- Full Time
The University of Colorado Boulder's department of Advancement encourages applications for an Executive Assistant. As the Executive Assistant to three Assistant Vice Chancellors for Advancement (AVCs), this highly productive assistant will provide professional administrative support to the AVCs, and on occasion, the Advancement Leadership Team (ALT). The Executive Assistant functions with a great deal of independent judgment and discretion while managing evolving and sometimes competing matters of significance. In addition to building productive working relationships with members of the advancement division, the Executive Assistant will also maintain effective working relationships with senior leadership in different units across campus, at the CU System, and the CU Foundation.
What Your Key Responsibilities Will Be Administrative Leadership Support- Handles highly sensitive and confidential materials with complete discretion and integrity.
- Maintains action and meeting topic logs.
- Meets regularly with AVCs to review calendar, meetings, scheduling conflicts, priorities, and travel, ensuring timely preparation.
- Works with the AVCs and ALT to plan agendas and execution of division meetings.
- Copy edits, reviews, and distributes meeting materials under direction of the AVCs.
- Acts as a point of coordination on behalf of AVCs in ensuring that momentum is maintained once projects are initiated.
- Processes expense reports and maintain awareness of additional AVC approval needs.
- Assists the AVCs and ALT in scheduling and preparing for internal and external meetings, system meetings, and donor meetings. Tasks include scheduling rooms, ensuring clarity of agendas, and reviewing relevant action items and decisions.
- Ensure briefings for donor meetings are prepared in a timely and accurate manner.
- Keeps track of and advises AVCs of meeting attendees.
- Solicits, sets, and enforces deadlines for meeting materials from others with sufficient time for AVCs to review and prepare for meetings.
- Schedules and manages meeting invitations, Zoom reservations, room reservations, A/V logistics and catering, as appropriate.
- Handles and arranges complex and frequent travel schedules ensuring travel is as efficient and direct as possible.
- Ensures that meetings are well-planned to enhance the AVC’s and ALT’s effectiveness.
- Provides follow-up with meeting participants on behalf of the AVCs and ALT.
- Assists with all-staff meetings, staff retreats, and employee appreciation events.
- Respond directly or coordinate with others to ensure appropriate, professional, and timely responses to internal and external constituents.
- Organize, establish, and maintain record-keeping systems for te AVCs, including paper and online files, donor records, prospective donor requests, marketing materials, and AVC supplies.
- Perform all purchasing for AVCs including verifying the accuracy of invoices and accounting codes to be charged.
- Manage and coordinate trainings, webinars, or similar activities.
- Provides donor database support and basic reports for the AVCs.
- 3+ years of experience working with senior level management advancing organizational priorities.
All applications must be submitted through CU Boulder Jobs at: https://jobs.colorado.edu/jobs/JobDetail/Executive-Assistant-to-the-Assistant-Vice-Chancellors-for-Advancement/39532
Please apply by June 13, 2022, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
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