Senior Executive Administrative Assistant
Iowa State University
Position Title:Senior Executive Administrative Assistant
Job Group:Professional & Scientific
Required Minimum Qualifications:Bachelor’s degree and 5 years of related experience
Preferred Qualifications:Direct experience in a complex administrative setting providing support to a senior administrator
Proficient calendar management/scheduling experience, including travel and expense coordination
Experience working with highly confidential information protected by federal law, state law, and/or organizational policy
Experience with software programs such as MicroSoft Office Suite
Familiarity and/or knowledge of the organization of Iowa State University
Job Description:
Summary
Iowa State University and the Office of the Senior Vice President and Provost (SVPP) invite applicants to apply to serve as the Executive Administrative Assistant to the SVPP. In this integral role, you will contribute to and strive to enhance interoffice working relationships to support strong, positive, and collaborative interactions among all members of the university. In this senior level administrative role, we hope you’ll bring your strong attention to detail and organizational skills. This role requires flexibility, agility, and critical thinking skills. Ideal candidates will have former experience in a similar setting and a strong project management and event planning background.
Key Duties and Responsibilities:
+ Maintain strict confidentiality and discretion
+ Manage and triage incoming communications and appointment requests
+ Oversee arrangements and serve as the event management for the SVPP’s meetings and other functions
+ Provide staff support for committees chaired by the SVPP
+ Draft and manage correspondence and reports and prepare information for the SVPP’s daily activities
+ Manage the SVPP’s calendar including prioritization or events and reschedules
+ Manage travel arrangements for the SVPP and other authorized external guests and maintain travel files
+ Purchase and manage office equipment inventory for office and other units within scope
+ Hire, train, and supervise student employee(s)
The successful candidate will have the ability to anticipate and address the needs of the SVPP by utilizing sound independent judgment and initiative while working under pressure and maintaining a professional demeanor, and will have the ability to understand, analyze, communicate and coordinate highly complex issues and information to a diverse group of individuals.
The Senior Vice President and Provost is the university's chief academic officer, and leader of the Division of Academic Affairs. Reporting to the president, the provost is responsible for student and faculty success, admissions, financial aid, and numerous programs and services that support students, faculty, and staff. The Division of Academic Affairs is responsible for Iowa State’s land-grant mission of education, discovery, and service. The division includes seven academic colleges, the Graduate College, University Library, Office of the Vice President for Research, Iowa State University Extension and Outreach, and Enrollment Management.
This position serves at the pleasure of university administration and is exempt from certain P&S policies.
Level Guidelines• Senior-level position possessing high-level professional and/or technical skills working independently under minimal supervision to support ISU’s mission and department or work unit goals• Applies senior-level professional knowledge and expertise to work requiring greater latitude• Solves moderately complex problems and regularly exercises judgment to determine appropriate action• Regularly exercises judgment to resolve problems and determine appropriate action on a broad set of issue and problems. May provide recommendations regarding problems/issues outside the bounds of defined procedures and practices• Responds to complicated inquiries, provides training, and provides direction to lower-level staff• May provide supervision for one to two other staff (i.e., leads a small work team)• May lead projects for which well-defined practices and procedures may not exist• Provides guidance to students
Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship.
Appointment Type:Regular
Number of Months Employed Per Year:12 Month Work Period
Time Type:Full time
Pay Grade:PS810
Application Instructions:
To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:1) Resume/Curriculum Vitae2) Letter of Application/Cover Letter
Applications will be accepted until the position is filled. Please Note: To receive full consideration, applications should be received by February 18 , 2025 . If you have questions regarding this application process, please email employment@iastate.edu or call 515-294-4800 or Toll Free: 1-877-477-7485.Why Choose ISU?Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental; as well as:• Retirement benefits including defined benefit and defined contribution plans• Generous vacation, holiday and sick time and leave plans• Onsite childcare (Ames, Iowa)• Life insurance and long-term disability• Flexible Spending Accounts• Various voluntary benefits and discounts• Employee Assistance Program• Wellbeing program
Original Posting Date: February 12, 2025
Posting Close Date:
Job Requisition Number:R16446
By focusing on the future and providing the best student experience possible, Iowa State attracts students and faculty who want to make a difference. With a comprehensive land-grant mission of education, research, extension and outreach, we produce scholars whose ideas change the world. And through Innovate at Iowa State , we provide innovative and entrepreneurial opportunities for students of all backgrounds. Located just 30 minutes north of Des Moines, the city of Ames was recently named one of the Top 10 cities in the U.S. for campus life and career opportunities.
Iowa State University is a welcoming, global, and culturally diverse community of students, faculty, and staff. Campus community members have a wide range of backgrounds and experiences and are committed to engaging with each other respectfully as outlined in the university's Principles of Community (https://www.iastate.edu/diversity-and-inclusion/principles-community) . Iowa State recognizes that diverse intellectual and philosophical perspectives are vital to innovation, critical thinking skills, and a dynamic academic community that fosters the land-grant ideals of putting science, technology, and human creativity to work.
All offers of employment, oral and written, are contingent upon the university’s verification of credentials and other information required by federal and state law, ISU policies/procedures, and may include the completion of a background check and/or a consumer credit check.
Iowa State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, genetic information, national origin, marital status, disability, or protected veteran status and will not be discriminated against. Inquiries can be directed to the Office of Equal Opportunity, 2680 Beardshear Hall, 515 Morrill Road, 515 294-7612, email eooffice@iastate.edu .
If you have questions about the application process please email employment@iastate.edu or call 515-294-4800 or Toll-Free at 1-877-477-7485 . Iowa State University provides reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should email employment@iastate.edu or call (515) 294-4800 or Toll-Free: (877) 477-7485 . TTY users are welcome to use the Iowa Relay Service number by dialing 7-1-1 or (800) 735-2942 .
General ISU compensation information can be found on the University Human Resources (https://www.hr.iastate.edu/careers/compensation) website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.
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