Executive Administrative Assistant

USC Marshall School of Business; Huntington (WV); On-site; USD 45,000 - 65,000; Full time

Job summary

Marshall University in Huntington, WV is seeking an Executive Assistant to the Chief Aviation Officer (CAO). The role handles confidential matters and maintains the smooth operation of the office, coordinating communications with staff, students, faculty, alumni and external partners.

Responsibilities include calendar management, travel itineraries, expense reports, meeting coordination, minutes, and preparation of correspondence; acts as a liaison for CAO with leadership and various programs;

Job description

Job Description

The Executive Assistant to the Chief Aviation Officer ( CAO ) is fully responsible for effectively and independently handling all job responsibilities within the scope of authority. Handles confidential business matters and maintains smooth operation of office in the absence of CAO . This position deals with high level communications with university staff, students, faculty, alumni, community members and representatives. Manages daily operations and routine inquiries of the department. Administrative tasks include calendar of appointments, completing expense reports, composing and preparing correspondence. Keeps CAO organized, informed and prepared for meetings and travel. Problems faced in this position are generally varied, complex and involve multiple constituencies and competing priorities. The Executive Administrative Assistant will be responsible for:

• Manages operational budget for CAO and acts as purchasing agent and purchase card holder.
• Maintains files, records, calendars; typically arranges business travel, creates itineraries, and tracks expenses.
• Organizes meetings for the COA with internal and external parties, including scheduling, reminders, booking rooms and organizing catering.
• Attends and participates in committee meetings, task force meets and project team meeting as a representative of Chief Aviation Officer.
• Serves as liaison between CAO and the leadership and staff of the Bill Noe Flight School, and the Aviation Maintenance Technology Program.
• Ad-hoc analysis and research as requested by CAO in support of institutional and divisional priorities.
• Serves as back-up for support as needed in the President’s Office.
• Provides oversight and obtains approval for completion of personnel actions and other documentation for staff of Bill Noe Flight School and the Aviation Maintenance Technology Program.
• Draft and prepare correspondence for internal announcements, board meetings and external communications.
• Be responsive to emergency emails/texts/phone calls with contact outside normal business hours.
• Represents the Aviation Department and Marshall University in a positive light through great follow-through skills and sound judgement.
• Conserves the CAO’s time by reading, researching, collecting and analyzing information as needed, in advance.
• Communicates directly, and on behalf of the CAO , the Board members, Business Leaders, CEO’s and others, on matters related to CAO’s initiatives.
• Works closely and effectively with the CAO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CAO’s ability to effectively lead the Division.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Assists the senior team by preparing event spaces (e.g., coordinate & confirm events, locations & equipment needs); transcribe meeting minutes & notes for actionable items; assist with management of correspondence & communication of event details.