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Assistant to the Executives

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Posting Details

Position Information

Working Title Assistant to the Executives
Department Administration & Finance
Compensation Title Assistant to the Executives
Position Number 30019676
Position Status Regular
Work Schedule
M-F; 8:15am-4:30pm
Hours per Week 37.5
Months per Year 12
Commitment to Inclusive Excellence

Northern Kentucky University is an Equal Opportunity/Equal Access/Affirmative Action institution. We embrace inclusiveness, equity, and global awareness in all dimensions of our work and seek excellence through diversity among our students, administrators, faculty, and staff. Application by members of diverse groups is encouraged.
Purpose of Position
The Assistant to the Executives is responsible for providing comprehensive administrative support to multiple executives, facilitating their day-to-day operations, and ensuring smooth and efficient office functioning. The main focus of this role is to manage day-to-day operational and administrative tasks, allowing executives to concentrate on strategic initiatives and critical responsibilities.

The role includes a variety of administrative duties that contribute to the effective functioning of the executives’ offices. These duties involve managing calendars, scheduling appointments and meetings, coordinating travel arrangements, organizing events, and preparing and disseminating important communications such as memos, reports, and presentations.

In addition, the Assistant serves as a primary point of contact for internal and external stakeholders of NKU, managing inquiries, resolving issues, and representing the executives with professionalism and integrity. The position requires exercising discretion and maintaining confidentiality regarding sensitive information related to the executives’ work and organizational matters.
Primary Responsibilities
Administrative Support Duties
  • Supports designated Vice Presidents/executives by managing and coordinating their daily and long-range schedules, ensuring effective time management and prioritization of conflicting events and issues, and preparing and providing necessary materials for events and meetings.

  • Provides the required support to coordinate committee meetings involving the vice presidents/executives this position supports, and internal/external executives, collaborating and following up with various stakeholders to ensure successful execution.

  • Acts as a liaison and primary communication link between the offices of the vice presidents being supported and other executive offices, division leadership, the University community, external agencies, and contacts.

  • Monitors and analyzes incoming communication to the vice presidents’ offices, identifying and tracking topics, issues, action items, initiatives, projects, and cyclical/annual events. · Handles travel arrangements, including obtaining approvals, tracking expenses, and preparing reimbursement requests for the executives.

  • Coordinates the collection of monthly Board of Regents materials and submits them as required by the Secretary to the Board’s office; maintains and updates vice presidents’ materials and agenda.

  • Arranges appropriate meeting space and ensure technological requirements are met, including technical setup for presentations, conference calls, webinars, and other meeting needs.


General Office Management
  • Creates internal and external communication materials, including letters, emails, announcements, newsletters, and PowerPoint presentations.

  • Screens and determines the appropriate routing of all incoming mail, documents, and phone calls, including handling confidential and sensitive information.

  • Coordinates absence schedules for direct reports of executives, including confirming absence records, obtaining approvals, and submitting them for payroll and timekeeping purposes.

  • Handles purchasing activities for the executives of the divisions assigned to them, including managing requisitioning functions in SAP.

  • Coordinates the preparation of monthly divisional procurement account reports for review and approval by the vice presidents of the assigned divisions.

  • Maintains office filing and archiving systems in accordance with the Record Retention policy, ensuring proper organization and security.
Qualifications
Education and Experience:
Minimum qualifications include a Bachelor’s degree with a preferred major in business management, organizational management, or office systems/management plus four years of management-level administrative experience.

Strong organizational and prioritization skills, communication and interpersonal skills, attention to detail, and the ability to prioritize tasks effectively, ability to work independently while handling multiple responsibilities and meeting deadlines, a sense of integrity and ability to maintain confidentiality, exceptional customer relations skills, and ability to display professionalism when interacting with administrators, faculty, staff, students, and the public.

Experience with Microsoft Office products, primarily Outlook, Word, Excel and PowerPoint, ability to learn and effectively use all SAP functions necessary to perform the position requirements, including Travel, Purchase Requisitions, and Time Administration.
Minimum Education Bachelor's Degree
Preferred Education Bachelor's Degree
Minimum Experience 4 years
Salary tbd
Pay Grade S70
Posting Detail Information

Requisition Number 2024S2004
Job Open Date 03/20/2024
Job Close Date
Open Until Filled No
Quick Link https://jobs.nku.edu/postings/13771
Is this an internal only posting?

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Describe your organization skills, such as maintaining calendars, prioritizing assigned work and organizing your workspace.

    (Open Ended Question)

  2. * Describe how you address competing and changing priorities, as well as your ability to adapt and respond positively in a demanding, fast-paced office environment.

    (Open Ended Question)

  3. * Explain your level of experience with Microsoft Office products, particularly Outlook, Word, and PowerPoint.

    (Open Ended Question)

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
  3. References
Optional Documents