Executive Assistant to the Provost: Strategic Admin Liaison

Cincinnati State Technical and Community College; Cincinnati (OH); On-site; USD 50,000 - 61,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Tuition Reimbursement

Paid Holidays

Parking

Job summary

Cincinnati State Technical and Community College is seeking an Executive Assistant to the Provost to provide high-level administrative support to the Provost and the Office of Academic Affairs. You will manage calendars, coordinate meetings, prepare materials, and handle confidential records, ensuring accurate, timely, and professional communication across academic initiatives and governance processes.

You will support accreditation activities, program approvals, and institutional projects,

Qualifications

• Associate degree in office administration, business, communications, education, public administration, or a related field; or an equivalent combination of education, training, and progressively responsible administrative experience.
• Three or more years of administrative support experience, preferably supporting a senior administrator, executive office, academic office, or similarly complex organizational unit.
• Demonstrated experience managing calendars, coordinating meetings, preparing professional correspondence, organizing documents, and handling confidential information.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint, and related office technology.
• Experience using student information systems or similar enterprise systems to access, enter, track, and maintain accurate student, academic, or administrative information.
• Strong writing, editing, proofreading, organization, and follow-through skills.
• Ability to manage multiple priorities, meet deadlines, exercise good judgment, and work independently with minimal supervision.
• Commitment to professional, student-centered, and service-oriented communication.

Responsibilities

• Maintain the highest level of confidentiality, discretion, and sound judgment in handling sensitive information, communications, records, personnel matters, academic materials, and other information related to the Provost Office and Academic Affairs.
• Provide direct executive-level administrative support to the Provost, including managing calendars, scheduling appointments, coordinating meetings, preparing materials, tracking follow-up items, and anticipating administrative needs.
• Coordinate complex meeting logistics for the Provost Office, including scheduling with college leaders, deans, associate provosts, faculty, staff, external reviewers, accreditors, state agencies, and community partners.
• Serve as a liaison between the Provost Office and internal and external stakeholders, responding to inquiries, routing requests, gathering information, and ensuring timely and professional communication.
• Prepare, edit, format, combine, organize, and distribute documents, reports, correspondence, agendas, schedules, and supporting materials for Academic Affairs initiatives, accreditation reviews, program approvals, and institutional submissions.
• Support accreditation, regulatory, and program review activities by assisting with collection, organization, labeling, distribution, and submission of evidence, reports, schedules, and related documentation.
• Assist with coordination of external visits, site visits, accreditation meetings, program review meetings, and other academic affairs events, including scheduling participants, confirming availability, reserving locations, and sharing preparatory materials.
• Maintain confidential records, correspondence, files, and office information in accordance with College policies, applicable laws, and records retention expectations.
• Monitor, prioritize, and route communications for the Provost Office, including time-sensitive messages, requests for information, attachments, reports, and materials requiring review or action.
• Track assignments, deadlines, approvals, and follow-up items related to Academic Affairs projects, committees, reports, and administrative processes.
• Support the preparation and flow of materials related to academic programs, curriculum processes, Board or executive-level materials, Ohio Department of Higher Education matters, Higher Learning Commission matters, and other external or internal requirements as assigned.
• Coordinate travel, purchasing, supply, reimbursement, and budget-related administrative processes for the Provost Office, as applicable and in accordance with College procedures.
• Use Microsoft Office, Outlook, Teams, OneDrive, SharePoint, Adobe, Colleague or other College systems, and related tools to complete administrative work accurately and efficiently.
• Provide courteous and professional service to students, employees, visitors, and external partners who contact or visit the Provost Office.
• Maintain awareness of Academic Affairs priorities, college calendars, deadlines, and events to support effective planning and communication.
• Perform other duties related to the position as assigned by the Provost.

Skills

Discretion

Calendar management

Communication

Writing/editing

Multi-tasking

Independent work

Education

Associate degree in office administration or related field

Bachelor’s degree in a related field

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

SharePoint

OneDrive

Colleague

Job description

Cincinnati State Technical and Community College is seeking an Executive Assistant to the Provost to provide high-level administrative support to the Provost and the Office of Academic Affairs. You will manage calendars, coordinate meetings, prepare materials, and handle confidential records, ensuring accurate, timely, and professional communication across academic initiatives and governance processes.

You will support accreditation activities, program approvals, and institutional projects,