Administrative Advancement Associate for UICA President and CEO

University-of-Iowa-Center-For-Advancement; Iowa City (IA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

On-site

Office in Iowa City

Job summary

The UI Center for Advancement in Iowa City seeks an Administrative Advancement Associate to provide onsite executive support to the President and CEO. You will coordinate calendars, travel, and meetings with discretion and professionalism.

You will work with Board Relations and the CEO Engagement Director to prepare briefings, manage expenses, and staff leadership events, ensuring accurate records in Microsoft 365, SharePoint, and related tools.

Qualifications

• HS diploma plus 6 years of administrative experience
• Associate’s degree plus 4 years administrative experience
• Bachelor’s degree plus 2 years administrative experience

Responsibilities

• Manage and maintain the President’s calendar, including scheduling meetings with priorities.
• Coordinate travel arrangements: flights, lodging, transportation, itineraries.
• Collaborate with the Board Relations and CEO Engagement Director to prepare for engagements.
• Prepare for executive meetings and campus visits with schedules and briefing materials.
• Track, process, and reconcile expenses.
• Provide admin support for leadership functions and executive events.
• Update records in constituent and administrative systems for data accuracy.
• Utilize Microsoft 365, SharePoint, OneDrive, and expense platforms.
• Maintain professionalism and confidentiality as a representative of the President and CEO.

Education

High School Diploma

Associate’s Degree

Bachelor’s Degree

Job description

Administrative Advancement Associate for UICA President and CEO

Job Category: Admin

Requisition Number: ADMIN001825

• Full-Time
• On-site

Locations

Showing 1 location

Description

This role provides onsite administrative support to the University of Iowa Center for Advancement (UICA) President and CEO. The role serves as a professional representative of the President's Office and must demonstrate exceptional judgment, professionalism, and discretion in all interactions. This position routinely handles sensitive and confidential information and plays a critical role in coordinating executive meetings, leadership engagements, and onsite activities that support the President and CEO's effectiveness and visibility across the organization and university community.

The ideal candidate is reliable, has strong attention to detail, skilled at coordinating logistics and managing schedules, and has effective and professional communication skills.

• Manage and maintain the President’s calendar, including scheduling meetings while applying an understanding of priorities, timing, and preferences.
• Coordinate travel arrangements, including flights, lodging, transportation, and itineraries; collaborate with internal partners as needed to align schedules and logistics.
• Partner with the Board Relations and CEO Engagement Director to ensure logistical details are aligned with their work being done to prepare the President and CEO for engagement events and meetings.
• Partner with the Board Relations and CEO Engagement Director to coordinate and prepare for executive and leadership meetings, campus visits, and onsite engagements by managing logistics, developing schedules and itineraries, compiling briefing and meeting materials, and ensuring all details are organized to support the President and CEO's successful participation.
• Track, process, and reconcile expenses, ensuring timely submission and accurate reporting.
• Provide administrative support, including scheduling, for UICA leadership functions and executive-level events.
• Update records in constituent and administrative systems to ensure data accuracy.
• Utilize and maintain proficiency in administrative tools and systems, including Microsoft 365, SharePoint, OneDrive, and expense management platforms.

Demonstrate professionalism, sound judgment, and confidentiality while serving as a representative of the President and CEO in interactions with internal and external stakeholders.

This is an onsite role with an expectation that the individual work in the office Monday through Friday. Our office is located in Iowa City, Iowa.

Education & Experience: HS diploma + 6 years administrative experience, OR associate’s degree + 4 years administrative experience, OR bachelor’s degree + 2 years administrative experience

Equal Opportunity Employer
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