Executive Assistant

Boise State University; Boise (ID); On-site; USD 61,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Tuition fee waiver

Job summary

Boise State University seeks an Executive Assistant to support the Chief Public and External Affairs Officer and the Office of Communications and Marketing. You will manage calendars, coordinate travel, prepare briefing materials, and handle sensitive issues with discretion.

This role requires a Bachelor's degree with 5+ years of relevant experience or equivalent; experience with senior leaders in complex environments is preferred. Strong organizational and communication skills are essential.

Qualifications

• Bachelor's Degree and 5 years relevant experience or equivalent professional experience
• Experience providing executive support to senior leaders in a complex organization
• Experience coordinating priorities, schedules, and projects across multiple leaders or teams
• Experience handling confidential or sensitive matters and interacting professionally with senior leadership and external stakeholders
• Experience preparing executive correspondence, agendas, and briefing materials, and tracking decisions and follow-up
• Experience in higher education, government, public affairs, or a similarly complex environment

Responsibilities

• Provide primary support to the Chief Public and External Affairs Officer and coordinated support to senior leaders, ensuring effective time management and prioritization of schedules
• Coordinate travel for executives and manage reimbursements
• Develop agendas, briefing materials, and follow-up actions
• Greet visitors professionally and maintain a welcoming office environment
• Review and resolve sensitive issues and communicate policy decisions to stakeholders

Skills

Executive support

Calendar management

Communication

Discretion

Microsoft Office

Google Workspace

Project coordination

Cross-team collaboration

Education

Bachelor's Degree and 5 years relevant experience

Tools

Microsoft Office

Google Workspace

Job description

Job Summary

Join Boise State University as a partner to the Chief Public and External Affairs Officer. This Executive Assistant connects people, manages complex priorities, and supports projects across the university. Working closely with university leaders, campus partners, students, and external audiences, you will bring a positive approach, sound judgment, initiative, and exceptional organizational skills to a role where your work makes a daily difference. The Executive Assistant serves as a trusted partner to the Chief Public and External Affairs Officer and provides coordinated executive support across Government Relations and the Office of Communications and Marketing. The position is a central point of connection among these offices, the Office of the President, university leadership, campus partners and external stakeholders. Working with a high degree of professionalism, discretion, and independent judgement, the Executive Assistant manages complex schedules and priorities, anticipates needs, coordinates sensitive matters, advances special projects, and supports timely decision-making and follow-through. The position helps establish high standards of performance, responsiveness and collaboration while contributing to the effective operation and alignment of the university's public and external affairs functions.

Level Scope

Recognized subject matter expert who knows how to apply theory and put it into practice with in-depth understanding of the professional field with limited oversight from managers. Independently performs the full range of responsibilities within the function; requires deep job knowledge of area typically obtained through higher education combined with experience. Manages large projects or processes and problems faced are difficult and often complex; analyzes problems/issues of diverse scope and determines solutions. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. Influences others regarding policies, practices and procedures.

Essential Functions

60% of Time the Executive Assistant must:

• The position provides primary support to the Chief Public and External Affairs Officer and coordinated support to the Director of Government Relations and the Chief Communications and Marketing Officer, ensuring effective time management and prioritization of schedule using appropriate judgment to adjust as necessary
• Track priorities, decisions, commitments, and follow-up items to support timely execution
• Anticipate scheduling conflicts, information needs, and emerging issues and recommend solutions
• Develop and manage special projects assigned
• Review and refer or resolve complex and sensitive problems and concerns from internal and external constituencies, including employees, students, State Board of Education members, state legislators, elected officials and other state policymakers and their staffs
• Interpret policies and procedures, making decisions on specific operating problems and issuing instructions, draft confidential policy and project proposals
• Develop agendas, coordinate briefing materials, document action items, and monitor follow up
• Greet visitors to the office in a professional manner to ensure a welcoming visit

35% of the time:

• Coordinate travel for the Chief Public and External Affairs Officer and government relations staff; arrange logistics and execute travel authorizations and expense reimbursements for executives
• Help organize and manage the schedule enabling the Chief Public and External Affairs Office to build and maintain effective relationships, internally and externally, while also being able to block worktime to research, review, and develop materials that advance the university's priorities
• Maintain financial and personnel records as required by policy and ensure all purchasing policies are followed

5% of the time: Perform other duties as assigned.

Knowledge, Skills, Abilities

• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities. Ability to anticipate needs
• Excellent oral and written communication skills, high degree of diplomacy and discretion
• Ability to research, organize and synthesize information and materials from multiple sources
• Advanced Microsoft Office skills, preferably Google Workspace knowledge
• Ability to meet project deadlines while adapting to immediate demands
• Comfortable working as a team member and fostering a collaborative environment internally and with campus and external stakeholders
• Ability to be flexible and deal with ambiguity, and a willingness to offer recommendations to improve processes and cultivate strong relationships internally and externally

Minimum Qualifications

Bachelor's Degree and 5 years relevant experience or equivalent professional experience

Preferred Qualifications

• Experience providing executive support to senior leaders in a complex organization
• Experience coordinating priorities, schedules, and projects across multiple leaders or teams
• Experience handling confidential or sensitive matters and interacting professionally with senior leadership and external stakeholders
• Experience preparing executive correspondence, agendas, and briefing materials, and tracking decisions and follow-up
• Experience in higher education, government, public affairs, or a similarly complex environment

Salary and Benefits

Salary range is $60,673 to $75,000 annually and is commensurate with experience. Boise State University provides a best-in-class benefits package, including (but not limited to):

• 12 paid holidays AND the University is closed between Christmas and New Year's (requires use of 3 vacation days)
• Between 12-24 annual paid vacation days for full-time Professional and Classified staff depending on position type and years of service
• 10.76% University contribution to your ORP retirement fund (Professional and Faculty employees)
• 11.96% University contribution to your PERSI retirement fund (Classified employees)
• Excellent medical, dental and other health-related insurance coverages
• Tuition fee waiver benefits for employees, spouses and their dependents
• See our full benefits page for more information

About Us

Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We're a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond. We're building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed. Learn more about Boise State and living in Idaho's Treasure Valley at https://www.boisestate.edu/about/