Executive Aide

Stryker Corporation; Cleveland (OH); On-site; Confidential; Full time

Job summary

Case Western Reserve University is seeking an Executive Aide to provide executive-level support to the senior vice president, chief of staff, and strategic advisor to the president, as well as to AVPs in government and community relations. The role emphasizes discretion, strategic scheduling, and cross-office collaboration across university administration.

You will triage issues, manage complex calendars, coordinate campus visits, and oversee budget processes, ensuring confidential handling of

Qualifications

• Education/experience: High school with 12 years of related experience or Associate's with 10 years or Bachelor's with 8 years; university/non-profit exec office preferred.
• Strong written and verbal communication for diverse stakeholders.
• Proven ability to manage confidential information with discretion.

Responsibilities

• Manage SVP/AVP schedules and related office activities (25%).
• Triage issues for SVP/AVPs and handle sensitive matters (20%).
• Coordinate campus visits for government officials and corporate partners (10%).
• Maintain budget records and approve expenditures; process reimbursements (10%).
• Provide confidential administrative support across offices (10%).
• Handle high volumes of confidential information with discretion (10%).
• Coordinate with multiple campus offices and external partners as needed (10%).

Skills

Excellent communication

Attention to detail

Multitasking

Learning agility

Logistical planning

Problem solving

Discretion

Professional demeanor

Flexibility

Team collaboration

Computer proficiency

Microsoft Office

Education

Bachelor's degree or higher

Tools

Google apps

Job description

POSITION OBJECTIVE

The Executive Aide (EA) provides executive-level assistance to the senior vice president, chief of staff and strategic advisor to the president, the associate vice president for government relations, and the associate vice president for local government and community relations. The EA's objective is to increase the senior vice presidents’, and associate vice presidents’, available time for high-level responsibilities. This position is the principal office liaison with CWRU administrative offices, including the Office of the Provost, deans of the schools and college, other vice presidents, the Office of General Counsel, and Board of Trustee Programs office. The EA must function independently, with a great deal of initiative to proactively identify and address the needs of the senior vice president and associate vice presidents and must demonstrate the utmost confidentiality and tact in dealing with sensitive matters. The EA must maintain a mature, diplomatic, knowledgeable and professional attitude when representing the senior vice president and associate vice presidents in relaying information on sensitive matters to internal and external constituents.

ESSENTIAL FUNCTIONS

• Manage interactions with university representatives and assume responsibility for business activities of the departments that include, but are not limited to, managing schedules of the senior vice president, chief of staff and strategic advisor to the president, the associate vice president for government relations, and the associate vice president for local government and community relations (25%).
• Independently and proactively identify and triage problems and issues for the SVP and AVPs. Investigate and resolve matters of significance on behalf of the SVP and AVPs (20%).
• Manage and execute campus visits from high-level government, legislative and corporate officials. Use the utmost discretion and strategic planning to maximize participation from campus constituents and utilize Campus Services to showcase Case Western Reserve University's strengths in research, community engagement and academic excellence (10%).
• Manage and monitor budget records for the Office of Government Relations. Authorize expenditures in accordance with budget. Process and reconcile financial documents, including purchase requisitions; travel and expense reimbursements for the SVP and AVPs; and other invoices using the PeopleSoft enterprise resource planning suite. Assist in forecasting and budgeting analysis for the Office of Government Relations (10%).
• Advance the goals of the Office of the President, the Office of Government Relations, and the Office of Local Government and Community Relations, with administrative support that includes answering telephones, receiving visitors, ordering supplies, maintaining equipment, preparing correspondence and files, and distributing mail (10%).
• Perform significant and time-sensitive work requiring both independent judgment and the greatest level of discretion of a confidential nature with limited supervision. Handle large volumes of confidential university information, documents and correspondence (10%).
• The highest degree of discretion is expected when managing difficult, sensitive and highly confidential situations. This position requires, on a daily basis, a high degree of involvement and coordination with other offices on and off campus to manage and plan schedules and activities (10%).

NONESSENTIAL FUNCTIONS

• Serve as backup for office staff during absences (5%).
• Perform other duties as assigned (<1%).

CONTACTS

Department: Daily contact with Office of the President, Office of Government Relations, Office of Local Government and Community Relations, and Office of the Provost staff to maintain workflow.

University: Contact with offices of the deans and offices of vice presidents to exchange information.

External: Contact with the Board of Trustees, donors, community leaders, consultants, elected officials and civic leaders and with travel and university vendors to exchange information.

Students: Contact with students to exchange information.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. May direct the work of students.

QUALIFICATIONS

Experience/Education: High school education with 12 years of related experience OR Associate's degree with 10 years of related experience OR Bachelor's degree with 8 years of related experience required. Experience at a university or non‑profit executive office is preferred.

REQUIRED SKILLS

• Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively. Ability to write with excellent knowledge and use of appropriate language and grammar.
• Attention to detail and focus on follow through.
• Ability to manage multiple projects and tasks concurrently.
• Ability to actively learn - understanding the implications of new information for both current and future problem‑solving and decision‑making.
• Proven ability to plan, initiate, manage and navigate challenging logistical situations.
• Proven ability to troubleshoot and to identify problems and appropriate responses to complex issues involved in event and schedule management.
• High level of confidentiality.
• Must have a proven professional demeanor with tact, courtesy and diplomacy.
• Flexibility to adapt to changing needs of the office.
• Desire and ability to work as a team.
• Ability to be flexible with work schedule, as needed on occasion.
• Ability to operate computer, various software packages, copy and fax machines.
• Proficiency with Google applications, Microsoft Word, Excel, PowerPoint is required.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

The Office of the President is an extremely fast paced environment where multitasking, accuracy and excellence is demanded. The highest degree of discretion is expected when managing difficult, sensitive and highly confidential situations. This position requires, on a daily basis, a high degree of involvement and coordination with other offices on and off campus. Staff is expected to adhere to a business dress code; casual attire is inappropriate. The employee will perform repetitive motion using a computer mouse and keyboard to type.