Job Description

Roles & Responsibilities

Key Responsibilities:

Administrative Support:
- Manage the vice president calendar, ensuring all meetings, appointments, and events are efficiently scheduled.
- Prepare and organize documents, presentations, and reports for the vice president.
- Handle correspondence (email, phone, mail) and prioritize messages for the vice President.
- Coordinate travel arrangements and accommodations for the vice president and other senior leadership.
Communication:
- Serve as a liaison between the vice President office and internal/external stakeholders.
- Draft communications, speeches, and other materials on behalf of the vice President.
- Maintain confidentiality regarding sensitive matters and information.
Meeting Coordination:
- Organize and prepare materials for board meetings, faculty meetings, and other strategic events.
- Take and distribute meeting minutes as needed.
- Ensure follow-up on action items from meetings involving the vice president.
Project Management:
- Oversee special projects and initiatives at the request of the vice president, including strategic planning, events, and key university activities.
- Track progress, meet deadlines, and report back on outcomes.
Event Coordination:
- Plan and execute university events, such as alumni gatherings, donor meetings, faculty/staff appreciation events, and public lectures involving the vice president.
- Ensure the vice president involvement in university events aligns with their schedule.
Budget and Resource Management:
- Assist with managing budgets for the vice president office.
- Ensure resources are allocated efficiently and expenditures are tracked.

Key Skills:

Organizational Skills: The ability to manage multiple tasks, handle complex schedules, and ensure that everything runs smoothly.
Communication Skills: Strong written and verbal communication skills for drafting correspondence, reports, and presentations.
Attention to Detail: The ability to review documents, take accurate minutes, and manage calendars without missing key details.
Problem-Solving: Ability to anticipate issues and proactively solve problems to keep operations running efficiently.
Discretion: Handling sensitive or confidential information with professionalism and confidentiality.
Technology Proficiency: Familiarity with office software, scheduling tools, and communication platforms, like Microsoft Office Suite, Google Workspace, or similar tools.
Relationship Building: Build strong relationships with faculty, staff, students, and external partners to ensure effective collaboration.

Desired Candidate Profile

A degree in business administration, public administration, or a related field is often preferred.

Experience in administrative support, especially in a higher education setting, is highly valued.

Experience working with executive-level leadership and managing high-stakes situations.

Executive Assistant Vice President
Gulf University

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