Executive Assistant III

University of Idaho; Moscow (ID); On-site; USD 44,083 - 55,104; Full time

Job summary

The University of Idaho seeks an Executive Assistant III in Boise, Idaho, to manage operations and support the unit administrator. This role involves overseeing business operations, managing communications, and implementing administrative projects while adhering to confidentiality standards.

Candidates should have at least six years of administrative experience and a high school diploma, with a preference for further education. This position pays $32.00 per hour or higher depending on experience.

Qualifications

• Six years of administrative or business operations support experience.
• Four years supporting a manager or similar level of administrator.

Responsibilities

• Lead and manage office operations and administrative personnel.
• Coordinate complex travel, meeting and event arrangements.
• Provide administrative support for boards, committees, and councils.
• Plan and complete assigned projects and programs.
• Manage internal and external communications.

Skills

Administrative support

Project management

Communication skills

Budget management

Organizational skills

Education

High School Diploma or equivalent

Associate’s or bachelor’s degree (preferred)

Tools

Banner

Chrome River

VandalWeb

Job description

Position Title

Executive Assistant III

Location

Boise, Idaho

Position Overview

Under general direction of the administrator, this position independently performs support duties related to the unit with a high degree of professionalism and adherence to strict confidentiality standards. The position oversees business operations and performs specialized and multifaceted administrative and project management functions, coordinates communications, and serves as a liaison and advisor to senior leadership in the college or unit. The position serves as first point of contact for requests, policy/procedural questions and/or problem resolution, exercises delegated decision making authority for matters related to unit operations, and represents the administrator’s views, preferences and decisions to internal and external constituents.

Responsibilities

• Lead and manage office operations and administrative personnel; coordinate with Financial Officer on financial matters; participate in budget development; approve expenditures on behalf of the administrator
• Coordinate complex travel, meeting and event arrangements
• Maintain calendars, databases, confidential files, systems and records of administrator activities and decisions
• Provide administrative and logistical support for meetings, internal, external and national boards, committees and councils which the administrator participates in, leads and/or sponsors
• Advise on agendas and meeting strategy, goals and outcomes
• Support project management efforts by documenting scope and timelines; track progress toward key deliverables and facilitate the flow of information to participants and key stakeholders
• Advise on and help coordinate the strategic planning process
• Independently plan and complete assigned projects, events and programs with a defined scope and actively participate on project teams with other senior leaders in the unit
• Represent the unit on university‑wide committees as appropriate
• Manage internal and external communications including responding on behalf of the administrator to personal and confidential correspondence and phone calls; coordinate and collaborate with University Communications and Marketing as needed
• Develop draft communications such as talking points, speech scripts and responses to correspondence
• Collect, compile, analyze and summarize data used for reports, records and other administrative documents; independently collect, summarize and submit data on behalf of the unit administrator
• Other duties as assigned

Required Experience

• Six years of administrative or business operations support experience, including four years supporting a manager, director, department lead or similar level of administrator

Required Education

• High School Diploma or equivalent

Preferred Qualifications

• Associate’s or bachelor’s degree
• Experience directly supporting and assisting an executive‑level administrator
• Demonstrated attention to detail
• Ability to manage multiple priorities simultaneously
• Organizing and prioritizing work to meet deadlines with highly accurate results
• Demonstrated leadership, organizational and decision‑making abilities
• Developing, organizing and implementing administrative projects and procedures
• Working in an environment that requires adherence to strict confidentiality standards
• Using computer information systems that manage an organization’s finances, business processes and records with a preference for experience using Banner, Chrome River and VandalWeb
• Working in higher education

Physical Requirements

None

Pay

$32.00 per hour or higher depending upon experience.

EEO Statement

The University of Idaho is an equal employment opportunity employer, including veterans and individuals with disabilities.