Strategic Executive Assistant to the 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

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.