Executive Administrative Assistant

swipejobs; Bowie (MD); On-site; USD 60,000 - 80,000; Full time

Job summary

swipejobs seeks an Executive Assistant in Bowie, Maryland, to provide high-level administrative support to the Office of the Provost. You will manage complex clerical duties, schedule meetings, and ensure effective communication across departments.

The ideal candidate has a Bachelor’s degree and a minimum of five years of experience in a senior administrative role, especially within higher education. Proficiency with MS Office and strong communication skills are essential.

Qualifications

• 5+ years of executive administrative support experience required.
• Experience in higher education or financial setting preferred.
• Skilled in the practical application of office practices.

Responsibilities

• Provide complex administrative support to the Office of the Provost.
• Coordinate travel requests and prepare documentation.
• Maintain filing systems and conduct audits.

Skills

Expertise in Excel

Excellent communication skills

Ability to multitask

Event planning

Proofreading and editing

Education

Bachelor’s degree in related field

Tools

MS Office Suite

PeopleSoft

Workday

Job description

General Responsibilities

• Provide complex administrative secretarial and clerical support to the Office of the Provost. Serve as Executive Assistant to two leadership positions in the Office of the Provost.
• Arrange meetings and conferences as required.
• Schedule interviews and appointments where relevant and as requested.
• Edit, proofread and format a variety of documents and materials created by leadership and other staff members.
• Maintain paper and electronic filing systems; sort out documentation for filing, and conduct periodic purging of the filing system.
• Record all paperwork submitted to the Office of the Provost after review and signature by the Provost Office Leadership.
• File administrative personnel documents.
• Supervise screening of telephone calls and visitors to the office.
• Prepare relevant documentation for reimbursement of expenditure incurred through the utilization of the corporate and Diners Club cards issued to the Associate Provosts.
• Attend meetings and record minutes upon request.
• Coordinate travel requests (including airline and hotel reservations and ground transportation arrangements) for the Office of the Provost and other personnel when required, and prepare relevant documentation with regard to requests for reimbursement.
• Liaise with other departmental administrative assistants as required to support the general management and administrative offices.
• Provide back-up support to the Staff Assistant and Program Management Specialist in their absence and where required.
• Independently handle other routine matters as appropriate.

General Duties

• Assist, where required, in coordinating logistical activities (consultant contracts, budget processes [budget transfers, expenditure/revenue transfers, budget monitoring], purchase requisitions, travel arrangements) for state-funded programs.
• Assist, where required, in creating requisitions and reports (new hire and renewal job requisitions, spend authorizations, expense reports, periodic activity pay requests, etc.) for state-funded programs.
• Proof and edit proposals and other administrative documentation prior to dissemination/submission.
• Input position descriptions into the Human Resources Workday system as required.
• Maintain inventory of the office's stationery and replenish inventory as required.
• Liaise with DoIT and external vendors with regard to troubleshooting of office equipment; source required office equipment as required and prepare the relevant documentation for ordering equipment and supplies.
• Assist with varying students' issues as necessary.
• Provide administrative assistance to other departments/individuals where required.

Other Duties as Assigned

• Provide a high level of executive and administrative support and handle matters of a highly confidential and/or sensitive nature.
• Maintain open lines of communication with internal and external constituents on behalf of the office of the Provost.
• Brief the Associate Provost, Associate Vice President, and Staff Assistant on matters which require immediate or continuous attention.
• Reply to routine inquiries as directed.
• Assist in the administration of policies and procedures, including packaging new hire paperwork and forwarding to the Provost for review and approval.
• Assist in maintaining employment contracts for faculty.
• Periodically audit faculty records maintained for accuracy, current information and other documents as required.

Required Knowledge, Skills, Abilities, and Experience

Education: Bachelor’s degree in related field.

Experience

• Minimum five (5) years of senior-level or executive administrative support experience required.
• Experience in a higher education or financial setting preferred.
• Must have expertise in Excel and ability to handle spreadsheets.
• Must have excellent communication, writing skills, and the ability to multitask in a fast-paced environment.
• Ability to independently undertake events planning in coordination with multiple units including media services, event services, dining services, transportation services, etc.

General Skills and Abilities

• General knowledge of, and skilled in the practical application of generally accepted office practices and procedures.
• Ability to communicate effectively both orally and in writing.
• Ability to proofread and edit written documents.
• Ability to understand and follow oral and written instructions.
• Expertise in word processing, spreadsheets, databases, and presentation programs, internet, email and calendar software.
• Basic knowledge of research and reporting methods and techniques used in conducting studies, as well as in collecting, compiling, analyzing, and organizing data and information of analytical, statistical and mathematical principles and techniques used for performing computations, and presenting information in chart and graph forms.
• Ability to interact effectively with internal and external parties in a courteous and efficient manner.
• Ability to effectively plan, organize, prioritize and execute multiple and continuing assignments with general instructions.
• Experience with MS Office suite (Word, Excel, PowerPoint), PeopleSoft, and Workday (preferred).

Conditions of Employment

• Must pass a Criminal Background Check.