Executive Assistant to Provost

Avila University; Kansas City (MO); On-site; USD 45,000 - 65,000; Full time

Job summary

Avila University, located in Kansas City, MO, seeks an Executive Assistant to the Provost to support day-to-day operations of the Academic Affairs Office and coordinate responsibilities across multiple offices.

The role requires strong communication, organization, and discretion, with responsibilities spanning scheduling, meeting logistics, budget support, and board reporting. A bachelor's degree and prior executive support in higher education are preferred.

Qualifications

• Bachelor’s Degree or equivalent coursework required.
• Proven experience as an Office Manager or similar administrative role; prior executive support experience in higher education preferred.
• Excellent communication, interpersonal, and organizational skills.
• Proficiency in office software applications (e.g., Microsoft Office Suite).
• Strong attention to detail and multitasking and problem-solving skills.
• Ability to handle confidential information with discretion.
• Ability to prioritise tasks, work independently, and meet deadlines.
• Multilingual skills highly preferred.
• Commitment to diversity and equity in higher education.

Responsibilities

• Assist the Provost in day-to-day operations of the Academic Affairs Office, overseeing communication, meetings, scheduling, and other admin duties.
• Serve as initial contact point for Academic Affairs, assisting students and constituents with academic policies and processes.
• Lead coordination and logistics for academic ceremonies, including commencements.
• Maintain faculty files and prepare records for annual contracts and appointment letters.
• Assist in management of academic budgets and payroll memos for faculty stipends, invoices, and reimbursements.
• Collaborate with HR and Registrar on hiring and orientation processes.
• Facilitate approvals for affiliation agreements and MOUs requiring Provost’s signature.
• Prepare Board of Trustees reports by compiling submissions from leadership.

Skills

Communication

Interpersonal skills

Organization

Microsoft Office Suite

Multilingual

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Job Description

Job Description

POSITION SUMMARY

The Executive Assistant to the Provost is responsible for maintaining the smooth operation of the Academic Affairs office while overseeing and coordinating various office procedures and resources to ensure efficiency and effectiveness. This position serves as a central point of contact for internal and external stakeholders, handling communication, logistics, and administrative tasks.

Responsibilities:

• Assist the Provost in the day-to-day operations of the Academic Affairs Office: This includes overseeing office communication, planning and organizing meetings, managing scheduling tasks, and performing other essential administrative duties to ensure smooth operations within the Academic Affairs Office.
• Serve as the initial contact point for Academic Affairs, including assisting students and other internal and external constituents with questions and concerns related to academic policies, processes, and experiences.
• Lead the coordination and logistics for academic ceremonies, including annual commencement ceremonies.
• Maintain faculty files and prepare and track records for annual faculty contracts and appointment letters.
• Assist in the management of academic budgets and the preparation of budget reports, including processing payroll memos for faculty stipends, invoices, and reimbursement requests, as needed.
• Collaborate with the Vice President of Academic Affairs and the Registrar in developing and maintaining the academic calendar.
• Collaborate with the HR department in faculty and staff hiring and orientation processes.
• Work with academic leaders across campus to facilitate the approvals of affiliation agreements and MOUs that require the Provost’s signature.
• Compile submissions from leaders on the Provost’s Leadership Team into a single report for each Board of Trustees meeting (four times per year), editing as needed to ensure consistent voice and formatting.
• Facilitate administrative functions for the Provost: This includes coordinating and scheduling appointments and meetings, reserving facilities for events, maintaining the Provost’s calendar, and preparing and distributing various event calendars to ensure all logistical needs are met efficiently.
• Provide administrative support to key university committees, including IRB, Faculty Scholarship Committee, and Rank & Tenure Committee, ensuring that files and recommendations are properly routed in a timely and consistent manner.
• Performs other duties as assigned.

Qualifications:

• Bachelor’s Degree or equivalent coursework required.
• Proven experience as an Office Manager or similar administrative role required; prior executive support experience in higher education preferred.
• Excellent communication, interpersonal, and organizational skills.
• Proficiency in office software applications (e.g., Microsoft Office Suite).
• Strong attention to detail and organizational, multitasking, and problem-solving skills.
• Ability to handle confidential information with discretion.
• Ability to prioritize tasks, work independently, and meet deadlines.
• Multilingual skills highly preferred.
• Ability to contribute to a climate that supports a diverse student body, serves first-generation college students, multilingual learners, and contributions to equity and social justice through their work.

Successful candidates should be committed to contributing to a climate that supports a diverse student body, serves first-generation college students, multilingual learners, and contributions to equity and social justice through their work.

Benefits:

This is a full-time position, eligible for the usual and customary benefits. Avila University’s comprehensive benefit package includes a generous holiday schedule, tuition remission for employee and dependents, vacation and sick leave, retirement benefits and health insurance.

The Community:

Kansas City, a two-state metropolitan area with a population of nearly two million, offers a wide variety of cultural, educational and social life opportunities. Avila University, a Catholic university founded and inspired by the Sisters of St. Joseph of Carondelet, provides undergraduate and graduate education in the liberal arts and professional studies, preparing lifelong learners who make meaningful contributions to the global community.

Additional Employment Information:

Avila University is committed to equal employment opportunity and does not discriminate on the basis of, sex, race, religion, age, color, sexual orientation, disability, national or ethnic origin, marital status, veteran's status, genetic information or any other characteristic protected by law.

You must be at least 18 years of age to be employed by Avila University.

All new employees will be required to complete an "Employment Eligibility Verification (Form I-9)” and produce requested documentation after employment.

In compliance with the Higher Education Amendments of 1998, the university's annual security and crime statistics report is available at https://www.avila.edu/campus-resources/campus-safety. A copy of this report is available upon request from the Campus Safety Office in the Whitfield building any weekday between 8am and 5pm.

Avila University requires the successful completion of a background check as a condition of employment.