Executive Administrator, Provost Office

Drexel; Philadelphia (Philadelphia County); On-site; USD 75,000 - 113,000; Full time

Job summary

A leading university in Philadelphia is seeking an Executive Administrator to support high-level administrative functions for the Provost. The role involves managing calendars, events, and communications while ensuring effective collaboration across stakeholders. Ideal candidates will have a Bachelor’s degree and extensive administrative experience. Competitive compensation ranges from $75,200 to $112,790 annually, based on experience and qualifications.

Qualifications

• Minimum of 5-7 years of progressively responsible administrative experience preferably in higher education or a complex organization.
• Demonstrated ability to manage confidential information with discretion.
• Exceptional organizational, communication and interpersonal skills.
• Proven ability to manage multiple priorities under pressure and to work independently and collaboratively.

Responsibilities

• Manage the Provost’s calendar, coordinating logistics with various stakeholders.
• Provide administrative support to the Academic Affairs Committee and other university committees.
• Oversee logistics for university events and manage student-facing projects.

Skills

Office Manager Experience

Microsoft Office

Data Entry

Microsoft Outlook

Microsoft Word

QuickBooks

Office Experience

Microsoft Excel

Filing

Administrative Experience

Microsoft Outlook Calendar

Bookkeeping

Education

Bachelor's Degree

Tools

Microsoft Office Suite

University Information Systems

Job description

Job Summary

Reporting directly to the Provost the Executive Administrator provides high‑level administrative and strategic support for the Provost and certain offices within the Provosts portfolio. The Executive Administrator serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Provost. This position requires sound judgment, exceptional organizational and communication skills, discretion in handling confidential information and the ability to manage multiple priorities in a fast‑paced mission‑driven academic environment.

Essential Functions

Executive and Administrative Support

• Manage the Provost’s calendar ensuring appropriate prioritization, preparation of materials and follow‑up for meetings and events.
• Coordinate complex scheduling and logistics with trustees, deans, faculty, staff and external partners.
• Review, edit and prepare correspondence, reports and other documents for the Provost’s signature ensuring clarity, accuracy and timeliness.
• Maintain organized records and track deadlines for Provost‑related initiatives, reports and institutional commitments.
• Serve as a liaison between the Office of the Provost and the Office of the President to ensure alignment on shared initiatives and communications.

Governance and Committee Support

• Provide administrative support to the Academic Affairs Committee of the Board of Trustees, Deans Council, Academic Council and other university committees.
• Prepare and distribute confidential meeting materials, agendas and reports; record minutes and follow‑up actions.
• Collaborate with the Office for Faculty Excellence & Academic Culture on faculty lifecycle processes including promotion and tenure documentation and communications.
• Assist in the preparation of faculty‑related materials for Board of Trustees meetings.

Communications and Institutional Relations

• In coordination with the Provost’s Office Communications Team and Vice Provost for Academic Strategy manage institutional communications from the Provost including major announcements and campus‑wide messages.
• Partner with Institutional Advancement and other divisions to support communications involving trustees, donors and other external audiences.
• Ensure that the Office of the Provost maintains a current and accurate digital presence for policies, leadership bios and committees.

Event Planning and Coordination

• In collaboration with the Office of Protocol plan and manage key university events hosted by the Provost including Faculty Awards Dinner, New Academic Year Kick‑Off Celebration, Breakfasts with the Provost, Faculty Fellow Reception and Provost‑hosted Athletics events.
• Oversee logistics for search committee processes including coordination with search firms, scheduling finalist visits and ensuring smooth communications with all stakeholders.

Student‑Facing Initiatives

• Manage Provost’s Office student‑facing projects ensuring consistent communication, engagement and program delivery.
• Oversee student programs such as the Nina Henderson Provost Scholars Program including strategic and operational management of the group, coordination of events, communications and related engagement activities.
• Serve as a central point of contact for students and student organizations interacting with the Office of the Provost.

Operations and Records Management

• Develop and maintain an Office of the Provost Operations Calendar tracking all key projects, timelines and responsible parties.
• Partner with the Senior Vice Provost for Finance and Administration and the Executive Director of Finance and Administration to ensure efficient office operations and financial management.
• Lead the development and maintenance of a comprehensive Records Management Program for the Office of the Provost.
• Coordinate with the Director of Policy Compliance, Academic Council, Faculty Senate and other stakeholders on the University Policy Compliance Process.
• Supervise student employees in Main 102 and ensure consistent front desk coverage and professional office presentation.

Required Qualifications

• Minimum of a Bachelors Degree or the equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)
• Minimum of 5‑7 years of progressively responsible administrative experience preferably in higher education or a complex organization.
• Demonstrated ability to manage confidential information with discretion.
• Exceptional organizational, communication and interpersonal skills.
• Proven ability to manage multiple priorities under pressure and to work independently and collaboratively.
• Proficiency in Microsoft Office Suite and relevant university information systems.

Preferred Qualifications

• Masters degree
• Experience working in higher education

Physical Demands

Typically sitting at a desk / table

Location

University City - Philadelphia PA

Additional Information

This position is classified as Exempt grade M. Compensation for this grade ranges from $75200.00 to $112790.00 per year. Please note that the offered rate for this position typically aligns with the minimum to mid‑range of this grade but it can vary based on the successful candidate’s qualifications and experience, department budget and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel’s compensation information. About benefits please review Drexel’s Benefits Brochure.

Special Instructions to the Applicant

Please make sure you upload your CV / resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.

Required Experience

Unclear Seniority

Key Skills

• Office Manager Experience
• Microsoft Office
• Data Entry
• Microsoft Outlook
• Microsoft Word
• QuickBooks
• Office Experience
• Microsoft Excel
• Filing
• Administrative Experience
• Microsoft Outlook Calendar
• Bookkeeping

Employment Type

Full-Time

Experience

years

Vacancy

1