Executive Assistant

Howard University; United States; On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Health insurance

PTO & holidays

Flexible work arrangements

403(b) with company match

Tuition reimbursement

Job summary

Howard University is seeking an Executive Assistant to provide high-level administrative support to the Institutional Director, ensuring smooth daily operations, calendar management, travel arrangements, and meeting materials. You will oversee office procedures, manage budgets and invoices, coordinate with university stakeholders, and mentor student workers as assigned.

The role requires a bachelor's degree and at least two years of administrative experience; strong communication,

Qualifications

• Bachelor's degree required or equivalent combination of education and experience.
• At least two years of responsible administrative experience; or six years total with education.
• Strong communication, discretion, and ability to manage multiple priorities.

Responsibilities

• Serve as primary administrative support to the Institutional Director and oversee daily office operations.
• Manage the Director's calendar, meetings, travel, and meeting materials.
• Develop and maintain office procedures and systems; supervise clerical staff and student workers as assigned.
• Maintain financial records, allocate budget codes, process invoices, and coordinate payments.
• Prepare correspondence, reports, and presentations with accuracy and confidentiality.
• Engage with university administration on contracts, purchases, and procurement.

Skills

Office management

Microsoft Office

Communication

Organization

Confidentiality

Stakeholder relations

Education

Bachelor's degree in Business/Office Admin or related field

Tools

MS Office Suite

Database management

Job description

Here is what we offer:

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us!

https://hr.howard.edu/benefits-wellness

BASIC FUNCTION:

Under general supervision, the Executive Assistant provides comprehensive and high-level administrative support to the Institutional Director. Performs varied and complex office management tasks requiring independent judgment, initiative, and discretion. Ensures efficient workflow, manages office procedures, and supports the Director in carrying out institutional priorities and departmental operations.

DIMENSIONS:

May provide direction to clerical and technical staff and may oversee student workers as assigned.

NATURE AND SCOPE:

Internal Contacts: Senior administrators, faculty, staff, students, and other departments across the University.

External Contacts: Vendors, consultants, visitors, representatives from universities, government agencies, private corporations, and the general public.

PRINCIPAL ACCOUNTABILITIES:

• Serves as primary administrative support to the Institutional Director, ensuring efficient daily operations of the office.
• Manages the Director’s calendar, schedules meetings, coordinates travel arrangements, and prepares meeting materials.
• Develops, implements, and maintains office procedures and systems to support departmental operations.
• Directs workflow and provides guidance to clerical staff; assigns and monitors work of student employees as directed.
• Maintains financial records for departmental revenues and expenditures; assigns proper budget codes and reconciles accounts.
• Prepares and processes financial and administrative documents including purchase requests, service requests, and travel authorizations.
• Engages with University administration on invoices, contracts, payments.
• Reviews and verifies timecard data, resolves discrepancies, and ensures accuracy of leave and payroll submissions.
• Prepares correspondence, reports, and presentations, ensuring accuracy, confidentiality, and professionalism.
• Conducts research and compiles data for reports, presentations, and institutional initiatives.
• Monitors and maintains office supply inventory, obtains vendor bids/quotes, and oversees procurement processes.
• Designs and maintains office filing systems, ensuring efficient record-keeping and retrieval of information.
• Assists in organizing materials for seminar students;
• Serves as a liaison between the Director and internal/external stakeholders, addressing inquiries and providing timely communication.
• Performs other related duties as assigned in support of the Institutional Director and department.

CORE COMPETENCIES:

• Advanced knowledge of office management practices and administrative procedures.
• Proficiency in Microsoft Office Suite, database management, and other relevant software applications.
• Strong written and verbal communication skills are essential, with the ability to interact effectively with diverse constituencies.
• High level of organization, attention to detail, and ability to manage multiple priorities under deadlines.
• Strong analytical and problem-solving skills.
• Ability to exercise discretion, maintain confidentiality, and demonstrate sound judgment.
• Ability to foster and maintain positive working relationships with faculty, staff, students, and external stakeholders.

MINIMUM REQUIREMENTS:

Bachelor’s degree in Business Administration, Office Management, Humanities (English, History, Political Science), or a related field. At least two years of responsible administrative experience; or an equivalent combination of education and experience totaling six years.

Compliance Salary Range Disclosure

Compensation Range: $75,000 - $85,000