Executive Assistant to Provost

Quest Oracle Community; Cleveland (OH); On-site; USD 60,000 - 80,000; Full time

Job summary

Quest Oracle Community seeks an Executive Assistant to the Provost to lead the provost’s administrative operations, calendars, and high-level projects. This role drafts correspondence, manages confidential information, and coordinates with campus leadership to maintain exceptional service and efficiency.

The position requires a bachelor’s degree and 4+ years of executive support experience in higher education, with strong discretion and project-management skills. On-site position in Cleveland.

Qualifications

• 4+ years of administrative or operational support to executive leaders in a university setting.
• Bachelor’s degree required.
• Valid driver’s license required.

Responsibilities

• Lead strategic calendar management for the provost, including scheduling meetings and travel.
• Draft correspondence and prepare presentations for senior leadership.
• Analyze data and prepare briefs for appointments, meetings, and events.
• Coordinate with offices across campus to manage workflows and respond to requests.

Skills

Discretion

Time management

Communication

Project coordination

Executive support

AI awareness

Education

Bachelor’s degree

Tools

Microsoft Word

Excel

PowerPoint

Google Suite

PeopleSoft

Job description

POSITION OBJECTIVE

The Executive Assistant to the Provost will be an operations leader serving the administrative needs of the provost, including overseeing the provost's calendar and planned events, proactively ensuring the provost is prepared for all calendaring obligations, and assisting the provost with high-level administrative projects, analyses, research, and benchmarking.

This position will serve as the head of all provost administrative needs, including drafting written correspondence from the provost to internal and external stakeholders; assisting the provost in high-profile and strictly confidential personnel activities; and working with the Senior Manager, Communications and Assistant Provost to prepare presentations, compile data, and draft documents as needed.

The position provides strategic calendar management and extensive support to the provost in preparation for senior leadership meetings, ranging from individual meetings to cabinets and councils, and frequently works with all members of the Office of the Provost to effectively manage the provost¿s obligations and ensure adequate time for day-to-day responsibilities.

The incumbent will serve as the principal office liaison for the provost to all senior leadership offices on campus, including the Office of the President, deans¿ offices, and other members of university leadership, and will communicate frequently on the provost's behalf with trustees, alumni, donors, corporate partners, foundation representatives, and government officials. This individual must function independently, with initiative, agency, and business and political acumen to proactively identify and address the provost¿s activities and take appropriate action. The executive assistant must demonstrate exemplary discretion, confidentiality, professionalism, and integrity at all times and will lead, and perform as needed, the office¿s administrative functions to ensure the highest degree of efficiency, quality, confidentiality, professionalism, and collegiality. As a staff leader, the executive assistant will work with staff in the Office of the Provost to create an environment of relationship development and management, accessibility, exceptional service, and strategic approaches that help ensure the provost is most effective.

ESSENTIAL FUNCTIONS

• Strategic Calendar Management: Manage the highly complex and dynamic calendaring needs of the provost, including scheduling all meetings and appointments. Ensure adequate time allocation for the provost¿s priorities. Intake information related to time requests and triage preparation needs to Office of the Provost staff, including the Senior Manager, Communications, as needed. Manage, coordinate, and set agendas for regular provost-convened meetings with deans, vice presidents, direct reports, and other ad hoc meetings. Coordinate and oversee national and international travel arrangements for the provost, including developing itineraries for meetings with dignitaries, alumni, donors, and others. (40%)
• Administrative Support: Set and maintain standards for excellence in providing service to all constituents of the Office of the Provost. Execute all daily administrative matters for the provost, ensuring efficient and effective operations and stewardship of resources. Perform highly responsible, strategic, and time-sensitive work of a confidential nature with limited supervision, including reports, proposals, and agendas. Draft a wide array of correspondence on behalf of the provost. Triage inquiries to address and resolve issues. Respond to routine inquiries as delegated by the provost. Handle large volumes of confidential university information, documents, and correspondence. Attend meetings at the direction of the provost, serving as the provost¿s key staff support. Perform daily tasks of the job, including meeting minutes, presentations, and communications editing. Demonstrate familiarity and willingness to utilize AI. (20%)
• Operational Management: Review incoming documents, mail, and email to determine and take appropriate action. Analyze and evaluate data to make recommendations to the provost and assist in planning and prioritizing workflow. Manage and coordinate the provost¿s daily agenda and schedule. Exercise judgment and a high degree of discretion in identifying and setting priorities for meetings and events. Meet with key contacts from other administrative units to plan trips and events. Research, collect, and organize complete and accurate information to prepare and brief the provost for appointments, meetings, speaking engagements, and other events. Conduct meeting preparation with staff when the provost will engage donors and high-stakes university supporters. Seek out and suggest operational improvements, including new procedures, documentation, and training. Make recommendations to and advise the provost on administrative and procedural matters. Review documents prepared by others for content, accuracy, and appropriateness. Maintain familiarity with university policies and procedures relating to fiscal controls and operations, including budgets, endowments, payroll, and grants administration, as well as the university¿s structure and systems. Execute special projects assigned by the provost, managing details, researching information, and taking initiative to carry each project through completion. (20%)
• Executive Relationship Management: Partner with staff in the Office of the President and others to coordinate provostial activities and business functions and support the provost in providing timely and effective responses to requests from select stakeholders, including the president, board of trustees, deans, vice presidents, and other members of the university's senior leadership. (15%)

NONESSENTIAL FUNCTIONS

• Represent the office by serving on committees and attending/ staffing university events as needed. (3%)
• Perform other duties as assigned. (2%)

CONTACTS

Department: Continuous contact with the provost and the Provost¿s Executive Committee, including the provost, deputy provost, senior vice provost, and assistant provost, on general planning, prioritization, and work coordination. Continuous contact with staff and senior leadership in the Office of the Provost for general business operations.

University: Frequent contact with the president, deans, vice presidents, trustees, donors, alumni, and university guests and affiliates. Frequent contact with other administrative executives for the president, deans, vice presidents, vice provosts, and other leaders to schedule and coordinate work activities. Occasional contact with faculty for committee and other operational work.

External: Frequent contact with corporate leaders, governmental and community officials, and external consultants for administrative purposes. Occasional contact with vendors, industry resources, outside agencies, members of the business community, and university partners to respond to information requests, manage invoices, and coordinate schedules.

Students: Occasional contact with students and parents to respond to inquiries, manage requests, and assist with scheduling.

SUPERVISORY RESPONSIBILITY

Indirect supervision of the administrative coordinator staff in the Office of the Provost.

QUALIFICATIONS

Minimum experience and education: 4 years of administrative or operational support to executive leaders in a university setting is required. A bachelor¿s degree is required. Must have a valid driver's license.

Preferred experience and education: 6-10 years of executive administrative experience in a university setting with direct responsibility supporting a dean, vice president, provost, or president. Direct responsibility for overseeing office administration and executive communications support.

REQUIRED SKILLS

• Must have a proven professional demeanor with tact, courtesy, and diplomacy.
• The highest degree of discretion is expected when managing difficult, sensitive, and highly confidential situations.
• Excellent time and project management skills.
• Ability to turn down individuals who insist on seeing the Provost, when time does not allow.
• Clear and professional written and oral communication skills.
• Openness to development of AI approaches.
• Ability to multi-task with strict attention to detail and a high level of accuracy.
• Ability to work skillfully in a fast-paced environment daily
• Ability to address high-risk and/or high-stress situations calmy and professionally
• High level of confidentiality and integrity.
• Excellent proofreading skills.
• Desire and ability to work on a team.
• Flexibility to adapt to changing needs.
• Demonstrate initiative and creativity.
• Ability to work independently with limited supervision and make appropriate decisions.
• Thorough knowledge of standard office procedures and processes.
• Proficiency in Microsoft Word, Excel, PowerPoint presentations, and Google Suite. Ability to troubleshoot technical problems. Knowledge of PeopleSoft is desirable.
• Demonstrated history of 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 and ability to provide personal transportation to the provost to select meetings as needed.

WORKING CONDITIONS

Extremely fast paced office environment. The employee may lift up to 20 lbs. and be able to bend/stoop, balance, climb stairs, push/pull, reach and reach above head. The employee will have repetitive motion using a computer mouse and keyboard to type. Working after hours may be necessary on some occasions. This position is not eligible for remote work.