Executive Administrative Associate, UC Online

University of Cincinnati; Cincinnati (OH); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Tuition remission

Health coverage

Retirement plans

Paid time off

Job summary

University of Cincinnati, a major public research university in Ohio, seeks an Executive Administrative Associate to provide high-level administrative support to the Vice Provost. This in-person role offers growth opportunities and requires handling confidential tasks with sound judgment, independence, and urgency.

The position involves managing complex calendars, coordinating cross-functional initiatives, and drafting correspondence while working closely with senior stakeholders and university

Qualifications

• Bachelor's Degree required; eight years of relevant education/experience can fulfill minimum requirements.
• Five (5) years of relevant administrative experience.

Responsibilities

• Provide executive support enabling the Vice Provost to focus on strategic priorities.
• Independently manage a complex executive calendar with discretion and prioritized meetings.
• Coordinate executive meetings, retreats, and special events with agendas and notes.
• Manage executive-level projects from planning to completion with timelines and milestones.
• Draft, edit, and coordinate executive-level correspondence and briefing materials.

Skills

Microsoft Office

Excellent communication

Project management certification

Education

Bachelor's Degree

Job description

Current UC employees must apply internally via SuccessFactors

Next Lives at the University of Cincinnati

Founded in 1819, the University of Cincinnati ranks among the nation's best urban public research universities. Home to more than 53,600 students, 12,000 faculty and staff, and over 360,000 living alumni, UC, a Carnegie 1 institution, combines research prowess with a physical setting The New York Times has called "the most ambitious campus design program in the country." UC's momentum has never been stronger as the anchor of the Cincinnati Innovation District, the oldest cooperative education (co-op) program in the country with students earning $94 million annually through paid experiences, an academic health system, and as a member of the Big 12 Conference. The university contributes $10.6 billion in economic impact to the city and $22.7 billion to the state of Ohio. At UC, next is all of us. Learn more at uc.edu.

UC is a mission-driven organization where we are committed to student success and positively transforming the community through scholarship and service. We thrive on innovation, making an impact, and fostering an environment where staff and faculty are key contributors to UC's success.

Job Overview

The Executive Administrative Associate provides high-level administrative support for the Vice Provost, performs complex duties requiring confidentiality and the ability to work independently with sound judgment, discretion, and a sense of urgency. The position will be in-person four days per week, but following onboarding and training, some work location flexibility is possible. Professional development is a core value, and this role provides a pathway for growth in team leadership, along with opportunities to collaborate cross-functionally with senior stakeholders.

Essential Functions

• Provide comprehensive executive support that enables the Vice Provost to focus on strategic, organizational, and institutional priorities by independently managing administrative demands, coordinating priorities, and anticipating operational needs.
• Serve as a strategic administrative partner to the Vice Provost, anticipating needs, identifying competing priorities, and independently addressing matters within delegated authority.
• Independently manage a complex executive calendar, exercising discretion and sound judgment in prioritizing meeting requests, resolving scheduling conflicts, coordinating with senior university leadership and external stakeholders, and protecting time for strategic priorities and meeting preparation.
• Manage the executive's workflow by tracking priorities, commitments, deadlines, decisions, and follow-up items and proactively ensuring timely completion.
• Coordinate executive meetings, leadership meetings, retreats, and special events, including scheduling, agendas, materials, logistics, meeting notes, action items, and follow-up.
• Manage and coordinate executive-level projects and strategic initiatives from planning through completion, including developing work plans, establishing timelines and milestones, coordinating stakeholders, monitoring deliverables, and maintaining project documentation.
• Maintain tracking systems for executive priorities, projects, commitments, decisions, action items, and deadlines; proactively follow up with responsible parties and identify risks, delays, or issues requiring executive attention.
• Coordinate cross-functional initiatives involving multiple university offices and stakeholders; facilitate communication, identify dependencies, prepare status reports and briefing materials, and support timely execution of executive priorities.
• Draft, edit, research, and coordinate executive-level correspondence, communications, reports, presentations, briefing materials, and other documents, ensuring accuracy, appropriate tone, and confidentiality.

Additional Essential Functions

• Screen and evaluate incoming and outgoing correspondence and inquiries, preparing responses as appropriate and determining matters requiring escalation to the Vice Provost.
• Analyze, synthesize, and interpret information and data to support executive decision-making, planning, reporting, and special initiatives.
• Serve as a primary liaison and resource for university leaders, administrators, faculty, staff, and external constituents, responding to inquiries, facilitating communication, and determining matters requiring executive attention.
• Manage the day-to-day operations of the office, serving as the primary liaison with Facilities Management, Parking Services, Public Safety, and other university service units. Coordinate office access, keys, identification badges, supplies, business cards, maintenance requests, emergency notifications, and other operational needs to ensure the office functions efficiently.
• Manage executive travel and related logistics, including transportation, lodging, conference and event registration, itineraries, meeting requirements, and speaking engagements; prepare and process travel authorizations, expense reports, and reimbursements in accordance with university policies and procedures.
• Provide leadership by serving as a unit resource, consultant, and liaison for directors and administrators within the designated unit.
• Perform related duties based on departmental need. This job description can be changed at any time.

Required Education

• Bachelor's Degree
• Eight (8) years of relevant education, experience and/or other specialized training can fulfill minimum education and experience requirements

Required Experience

• Five (5) years of relevant administrative experience.

Additional Qualifications Considered

• Proficiency in Microsoft Office suite
• Excellent communication and interpersonal skills
• Project Management certification

Physical Requirements/Work Environment

• Office environment/no specific unusual physical or environmental demands.

Compensation and Benefits

UC offers an exceptional benefits package designed to support your well-being, financial security, and work-life balance. (UC Benefits) Eligibility may vary by position and FTE status. Highlights include:

Comprehensive Tuition Remission

UC provides tuition remission for you and your eligible dependents, covering tuition costs for nearly all undergraduate and graduate programs offered by the university.

Robust Retirement Plans

As a UC employee, you won't contribute to Social Security (except Medicare). Instead, you'll choose between state pension plans (OPERS, STRS) or an Alternative Retirement Plan (ARP), with UC contributing 14-18% of your salary based on position.

Real Work-Life Balance

UC prioritizes work-life balance with a generous time-off policy, including:

Vacation and sick time

11 paid holidays and additional end-of-year paid time off (Winter Season Days)

6 weeks of paid parental leave for new parents

Additional Benefits Include

• Competitive salary based on experience
• Comprehensive health coverage (medical, dental, vision, prescription)
• Flexible spending accounts & wellness programs
• Professional development & mentorship opportunities

To learn more about why UC is a great place to work, please visit our Careers Page.

UC is an E-Verify employer. If hired into this position, you will be required to provide satisfactory proof of employment eligibility by providing acceptable, original forms of identification for employment verification via the Federal I-9 employment verification process.

Equal Opportunity Employer. Building a workplace where all qualified applicants will receive consideration for employment, including Individuals with Disabilities and Protected Veterans.

REQ: 104227