Executive Assistant II

University Of Idaho; Moscow (ID); On-site; USD 89,544,000 - 104,698,000; Full time

Job summary

University of Idaho in Moscow, ID seeks an experienced administrative professional to support programs and projects under the administrator. The role serves as liaison to internal/external boards and committees and handles confidential information with discretion.

Responsibilities include coordinating complex travel, calendars, and events; supporting project management and reporting; and maintaining data for reports and decisions, with a focus on efficiency and professionalism.

Qualifications

• Requires four years of administrative or business operations support experience, including two years supporting a manager or director.
• Associate’s or Bachelor’s degree preferred.
• Willingness to learn Excel and use AI to optimize operations.

Responsibilities

• Coordinate complex travel, meeting and event arrangements for management and others.
• Maintain calendars, confidential records and systems.
• Coordinate office operations and assist with performance evaluations.
• Collaborate on financial matters and monitor budget adherence.
• Document scope and timelines for projects; track progress and prepare reports.

Skills

Excellent written and verbal comms

Strong organizational skills

Attention to detail

Ability to learn Excel & AI tools

Education

Associate’s or Bachelor’s degree

Tools

Banner

Chrome River

Soft Docs

People Admin

Job description

Under direction of the administrator, this position performs specialized and multifaceted administrative and project management activities in support of the programs, special projects and activities for which the administrator is responsible, while maintaining a high degree of professionalism and adherence to strict confidentiality standards. The position serves as liaison to various university offices and internal/external/national boards, committees and/or councils which the administrator participates in, leads and/or sponsors. The position serves as first point of contact for issues of concern, researching and assessing their nature to provide the administrator with information to respond to concerns.

Duties may include:

Administrative and operational support

• Coordinate complex travel, meeting and event arrangements for management and other individuals
• Maintain calendars, databases, confidential records and systems
• Coordinate office operations, delegate work and provide input on performance evaluations
• Collaborate with the Financial Officer on financial matters; monitor adherence to established budget

Project and initiative support

• Participate in setting meeting goals and outcomes; compile and distribute agendas and meeting materials
• Support project management efforts by documenting scope and timelines, tracking progress towards key deliverables, drafting meeting notes/records and facilitating the flow of information to participants; may independently plan and complete assigned projects, events and programs with a defined scope

Information gathering and reporting

• Research and compile information; develop draft communications such as response communications, talking points, speech scripts and responses to correspondence and presentations
• Coordinate the collection and compilation of data and materials for reports, records and other administrative documents
• Distribute/submit finalized administrative decisions, communications and reports on behalf of the administrator
• Four years of administrative or business operations support experience, including two years supporting a manager, director, department lead or similar level of administrator

Additional Preferred

• Associate’s or Bachelor’s degree
• Ability or willingness to learn Excel and use AI to optimize operational excellence
• Working knowledge of University of Idaho business platforms including Banner, Chrome River, Soft Docs, People Admin, or similar
• Ability to maintain confidentiality while managing highly sensitive documents and information
• Willingness to contribute to team effort to achieve goals of programs and office and display grace under pressure
• Excellent written and verbal communication skills
• Demonstrated dependability, initiative, and work ethic
• Strong organizational skills and exceptional attention to detail.
• Demonstrated ability to anticipate needs, identify issues proactively, and independently develop solutions in a fast-paced executive environment

Physical Requirements & Working Conditions

• Ability to sit for long periods of time and type on keyboards
• Ability to lift and/or otherwise move items weighing up to 30 lbs

Applicants who are selected as final possible candidates must be able to pass a criminal background check.

A visa sponsorship is available for the position listed in this vacancy.

Pay Range $32.00 per hour or higher depending on education/experience

FTE 1.0

Full Time/Part Time Full Time