Executive Staff Assistant

Overview

The OVP Executive Staff Assistant provides high-level, confidential administrative support to the Vice President, Assistant Vice President, and Office of the Vice President (OVP) leadership and serves as a key point of contact within OCR and across the university. This position manages a broad range of executive, administrative, and operational responsibilities that support the effective functioning of the OVP and advance the efficiency and effectiveness of OCR operations.

Duties

Executive Support (40%)

Provide confidential executive support to the Vice President, Assistant Vice President, and, as appropriate, other OVP branch leadership. Duties include, but are not limited to:

• Manages sensitive matters with a high level of confidentiality and discretion;

• Maintains and coordinates the calendars of the Vice President, Assistant Vice President, and, as needed, other designated OVP leaders, including scheduling meetings, resolving conflicts, and ensuring effective use of executive time.

• Facilitates the scheduling and execution of meetings and other events for branch leadership.

• Coordinates travel arrangements, registrations, itineraries, and reimbursement processes.

• Attends meetings with and on behalf of branch leaders in order to draft and distribute minutes and action items.

• Supports the preparation of materials and logistics for meetings with university leadership, external partners, and other stakeholders.

• Drafts, edits, and distributes communications, reports, presentations, and other materials on behalf of the Vice President, Assistant Vice President, and Chief of Staff.

Administrative Support (25%)

Provide administrative support to the Vice President, Assistant Vice President, and, as appropriate, other OVP branch leadership. Duties include, but are not limited to:

• Answers and responds to phone calls, emails, and other communications from students, administrators, staff, faculty, and the public.

• Greet and direct visitors for the Vice President, Assistant Vice President, and Office of the Vice President.

• Manages the day-to-day operations of the branch office and maintains the branch office space.

• Monitors the branch budget while maintaining and reconciling expenditures for the branch.

• Liaises with the OCR Human Resources Officer to maintain efficient operations of all HR functions and support recruitment of OCR executive/branch leadership roles..

• Maintains a strong understanding of the events, procedures, protocols, and operational information that impact the branch and OCR as a whole.

• Compiles, organizes, and manages data for annual and other reporting needs.

• Assists with technology coordination, including phones, computers, and software, and manages inventory and purchasing of branch supplies.

• Maintains and updates branch web content and works with the OCR Communications Manager and subject matter experts to ensure information is accurate, accessible, and up to date.

OVP General Operations (20%)

Support the Vice President, Assistant Vice President, Chief of Staff, and other OVP leadership in advancing the operational effectiveness of OCR. Duties include, but are not limited to:

• Coordinates and supports the planning and execution of office-wide meetings, retreats, celebrations, professional development activities, and other departmental events.

• Coordinates logistics for officewide initiatives, including ensuring timelines, deliverables, and communications are effectively managed.

• Serves as a liaison among OCR branch support staff to facilitate information sharing, coordination of projects, and follow-up on action items.

• Monitors progress on key operational priorities and assists leadership in tracking milestones, deadlines, and implementation activities.

• Maintains and enhances systems, processes, and administrative tools that support efficient and consistent operations across the office.

• Supports the onboarding of new staff and assists with office-wide training, orientation, and workforce engagement activities.

• Provides backup to other OVP and OCR staff as needed and appropriate.

Special Projects (10%)

Carry out special projects at the request of the Vice President, Assistant Vice President and Chief of Staff. Duties include, but are not limited to:

• Conducts research and gathers, analyzes, synthesizes, and summarizes information related to office priorities, operations, strategic initiatives, and policy-related projects.

• Assists with the development of reports, presentations, and briefing materials for leadership review.

• Supports project coordination, implementation, and follow-up activities for assigned initiatives.

• Tracks project progress and provides regular updates to leadership regarding milestones, risks, and emerging issues.

• Assists with the development, implementation, and assessment of operational initiatives.

• Assists with change management, process improvement, and organizational effectiveness initiatives across OCR.

• Performs other project-related duties as needed to support the strategic priorities of the office.

Other Duties (5%)

• Other duties as assigned.

Essential Functions

• Provide confidential executive support to the Vice President, Assistant Vice President and Office of the Vice President leadership, including managing complex calendars, scheduling meetings, coordinating travel, preparing executive correspondence and materials, ensuring the effective use of leadership time, and handling sensitive, confidential, and protected information with discretion and sound judgment.

• Serve as the primary administrative support point of contact for the Office of the Vice President, responding to inquiries, managing communications, and supporting interactions with internal and external stakeholders.

• Coordinate and support the day-to-day administrative and operational functions of the Office of the Vice President, including office operations, budget tracking, purchasing, records management, technology coordination, maintaining/managing the OVP suite’s physical space, and related administrative processes.

• Prepare, compile, maintain, and distribute reports, documents, presentations, data, and other materials necessary to support the daily schedule of the Office of the Vice President leadership, executive decision-making, office operations, and institutional reporting requirements.

• Plan, coordinate, and facilitate meetings, events, and office-wide activities, including scheduling, logistics, materials preparation, documentation, and follow-up on action items.

• Serve as a liaison among OCR leadership, branch support staff, university departments, and external stakeholders to promote effective communication, coordination, and completion of operational priorities.