Executive Assistant to the Institute Director

University of Colorado Boulder; Boulder (CO); Hybrid; USD 70,000 - 85,000; Full time

Benefits offered by this job

Relocation assistance

Transit pass

Tuition assistance

Job summary

The Crown Institute is seeking an Executive Assistant to support the Institute Director and Deputy Director, gaining exposure to leadership, strategy, and organizational decision-making. You will manage calendars, email, travel, meetings, and follow-up while handling confidential materials and coordinating with multiple teams.

This onsite role offers flexibility to work remotely when not required on campus.

Qualifications

• Bachelor's degree or equivalent combination of education or experience.
• Three+ years’ experience supporting executive, managerial, or operational function.
• Experience in Asana or other project management software.

Responsibilities

• Manage the Director's calendar, email, travel and meetings; take minutes and follow up as needed.
• Coordinate communications with internal teams and external partners; support strategic decisions and relationships.
• Supervise an administrative role and ensure smooth office operations; oversee travel and budgets as needed.

Skills

Organizational skills

Project coordination

Data management

MS Office

Written communication

Verbal communication

Discretion

Customer service

Education

Bachelor's degree or equivalent

Tools

Asana

Concur

SharePoint

Microsoft Office

Job description

Job Summary

This position provides a unique opportunity to work closely with the Institute Director and Deputy Director and gain broad exposure to leadership, strategy, and organizational decision-making.

The Executive Assistant serves as a trusted associate to the Institute Director, helping manage the flow of information, relationships, commitments, and priorities through excellent management of the Director’s calendar, email, travel, meetings, and follow-up. The Executive Assistant helps the Director focus attention where it matters most and ensures that important commitments move forward. Additionally, the Executive Assistant helps to manage special projects and initiatives.

We are looking for someone exceptionally capable, organized and responsive who is also intellectually curious, entrepreneurial, highly motivated, ambitious, and eager to learn. The ideal candidate gets satisfaction both from making complex systems work exceptionally well and from tackling new problems with increasing independence.

The position serves as a primary point of contact on behalf of Institute leadership, requiring excellent judgment, professionalism, discretion, and strong interpersonal skills in representing the Director and Deputy Director to internal and external partners. The position will sit within the Data and Systems team and will have management and supervisory responsibilities.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

The Crown Institute’s research focuses on practices, programs, and policies that foster wellness among children and youth, families and caregivers, educators, and mental health and health providers. Scholars in multiple fields work together and in partnership with families, teachers, young people, and community members.

What Your Key Responsibilities Will Be

Administrative and Communication Assistance

• Managing and prioritizing information and task flow; taking minutes during meetings and sending follow-up as needed; handling Advisory Board and other confidential materials; working closely with other Crown Institute teams including advancement, communications, education, and finance; organizing and maintaining electronic and paper records to ensure information is updated and easily accessible; coordinating travel; processing travel reimbursements and Purchasing Card and Travel Card transactions; working with printers and designers for production and distribution of materials including PowerPoint presentations, printed and digital assets; providing any support for events that directly impacts the Institute Director.
• Serving as the main point of contact for the Institute Director, communicating in response to requests for scheduling and prioritizing and managing scheduling, managing correspondence with internal team members and external partners; representing the Director with team members and external partners; working directly with Crown Institute Advisory Board, Executive Committee, Faculty Fellows, and Advancement team to support the Institute Director and Deputy Director with planning, completing, and documenting critical decisions, activities, and relationships necessary for the success of the Crown Institute.

Project Management of Special Projects and Strategic Initiatives

• Supporting a wide range of special projects and strategic initiatives as identified or initiated by the Institute Director or Deputy Director, ensuring clear and concise communications with internal team members and external partners, performing with excellent project management skills, establishing and monitoring Asana project management boards and task completion including maintaining a system to ensure that all key deliverables that impact the Director are on track; providing regular updates and reports to the Director as needed, and other general support duties.

Supervision

• Supervising an administrative support position, including hiring, onboarding, training, assigning and reviewing work, conducting performance evaluations, and supporting employee development; plan, prioritize, and delegate administrative work to ensure efficient office operations and appropriate workload distribution; provide ongoing coaching, guidance, and performance feedback in accordance with university policies.
• The position may require national and international travel with the Director.

What You Should Know

• This role will primarily be onsite, with flexibility to work remotely when there are no requirements to be on campus.

What We Can Offer

Starting salary range is $70,000-85,000. Relocation assistance is available within department guidelines.

Benefits

At the University of Colorado Boulder, we are committed to supporting the holistic health and well‑being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County’s largest employers, CU Boulder offers an inspiring academic community and access to world‑class outdoor recreation. In fact, CU Boulder has been named one of Forbes' America’s Best Large Employers, ranking #4 among large employers in Colorado and #28 among universities nationwide. Explore additional perks and programs through the CU Advantage program.

Be Statements

Be ambitious. Be groundbreaking. Be Boulder.

What We Require

• Bachelor's degree or equivalent combination of education or experience.
• Three+ years’ experience supporting executive, managerial, or operational function.
• Experience in Asana or other project management software.
• Equivalent combination of education and experience may substitute.

What You Will Need

• Strong organizational and project coordination skills with high attention to detail.
• Ability to manage and maintain structured data systems (e.g., tracking databases, SharePoint, Excel).
• Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication skills.
• Ability to work independently and manage multiple priorities.
• Demonstrated ability to handle confidential information with discretion.
• Customer service orientation and professional interpersonal skills.
• Demonstrated ability to learn new systems and too.

What We Would Like You To Have

• 3+ years’ experience supporting executive-level leadership.
• Experience managing agreements, contracts, or partnership records.
• Complex organizations.
• Higher ed - nice to have, fast paced, high intensity organization.
• Experience working in higher education or a large, complex organization.
• Experience in Concur.
• Experience and knowledge of FRPA reporting system.
• Supervisory/managerial or demonstrated leadership experience.

Please apply by 9/27/26 for consideration.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.