Assistant to the Executives - Job at Northern Kentucky University in Highland Heights, KY

Assistant to the Executives

Highland Heights, KY

Posted 3 days ago

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Job Description

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
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Job Summary

Company

Northern Kentucky University

Start Date

As soon as possible

Employment Term and Type

Regular, Full Time

Required Experience

4+ years