Senior Executive Assistant

The Senior Executive Assistant for the University of Arizona Global Campus (UAGC) is a full-time employment position reporting to the Executive Director, Administration and Strategic Projects of UAGC. The Senior Executive Assistant will directly assist the Chief Financial Officer (CFO) and Chief Legal Office (CLO)/General Counsel, be the point person supporting the work of the Executive Director of Administration and Strategic Projects in the Office of the President, and managing the projects of the Sr. Executive Leadership team. The job entails day-to-day support of the Office of the President, CFO, and CLO/General Counsel in a fast-paced institutional executive environment including, but not limited to, providing high level administrative support to the CFO and CLO/General Counsel including complex calendaring and travel management; managing external and internal requests; creating presentations, charts, and documentations; record retention management; MOU and agreement coordination with stakeholders; insurance oversight and coordination; coordinating board meetings, leadership retreats, and university events; providing back up support to the Executive Director, Administration and Strategic Projects, support in day-to-day operations and facilities oversight; and managing the projects of the President’s Cabinet teams. The Senior Executive Assistant must hold the utmost integrity and confidentiality in this position and will require regular interaction with the Board of Directors, Leadership team, internal and external partners and agencies, vendors, the administrative team, and other senior leaders.

Essential Job Duties:

Strategy & Vision

Support the Office of the CFO and CLO/General Counsel to assist the senior leadership in ensuring alignment with the CEO and President’s goals and the university’s mission and vision.

Project manage and direct the successful implementation of university-wide initiatives and programs for the Sr. Executive Leadership team and President’s Cabinet

Support a wide variety of special projects and strategic initiatives as directed by the Executive Director, Administration and Strategic Projects.

Leadership & Decision-Making Responsibilities

Act as the point of contact for the CFO and CLO/General Counsel, manage a wide variety of complex and confidential requests.

Support the Executive Director, Administration and Strategic Projects with administrative matters in relation to human resources, legal and regulatory, communications, IT, marketing, finance, academics, and operations.

Under the direction of the Executive Director, Administration and Strategic Projects help ensure the university wide office is functional for the day-to-day operations and oversee vendor management and regular facility scheduled services, project planning, office operational support, coordinate office requirements for space planning, security, onboarding new hires, and other cross-functional projects.

Monitor spending and keep projects within budget as directed by the Executive Director, Administration and Strategic Projects.

Key Tasks

Manage, coordinate and work independently to handle the schedule for the CFO and CLO/General Counsel including complex calendaring and preparing all the necessary items for the meeting (ex: room setup, catering, technology setup, documents, etc.)

Arrange travel and reconcile monthly expenses for the CFO and CLO/General Counsel.

Draft and edit reports, documents, presentations, and correspondences on behalf of the CFO and CLO/General Counsel.

Provide back up support to the Executive Director, Administration and Strategic Projects with various administrative tasks for the CEO and President, administration and facilities operations oversight, and special projects.

Work with the administrative team to ensure collaborative support is provided to the Executive team.

Work cooperatively with a wide range of staff at various levels within the organization as well as with external business partners and regulatory agencies.

Under the direction of the CFO, provide insurance oversight and coordination.

Work independently and have the ability to complete a high volume of tasks and projects.

Work as a team player in a responsive and helpful manner.

Effectively resolve problems.

Perform job duties with a high level of integrity and confidentiality on a day-to-day basis. regarding all matters of the company including matters involving executives and board members inside and outside the company.

Appropriately organize time, manage diverse projects and meet critical deadlines.

Available to work extended hours and weekends when required.

Represent the Office of the President with a high level of professionalism.

Specialty Knowledge & Subject Area Expertise

In collaboration with the Executive Director, Administration and Strategic Projects plan and prepare Board of Directors meetings and sub-committee meetings as well as events/projects initiated by the CEO and President or the Senior Executive Leadership team.

Handle highly-sensitive and/or critical information, files, records and reports with the utmost professionalism, discretion and confidentiality

Critical thinking paired with strong skills in team work and use of judgment in determining priorities.

Ensure all necessary materials from staff and other sources are completed and submitted completely and timely.

Take minutes as required, prepare agendas and supporting documents, and complete tasks assigned related to various meetings, such as developing memos, communication and correspondence; identifying meeting participants; collect, prepare, and distribute appropriate briefing materials; initiates subsequent follow-up meetings and communication for key stakeholders as directed.

Undertake research projects and collect and analyze data as background for meetings and special initiatives.

Manage overall University record retention policy with department stakeholders, and directly maintain and archive all contracts, agreements, and Board of Directors legal documents in hard copy and electronic formats.

Coordinate with stakeholders to execute and maintain MOU agreements and various other agreements.

Assist in onboarding of new Board members or Executives.

Under the direction of the Executive Director, Administration and Strategic Projects support the production digital background material for Board of Directors meetings which may require coordinating and assembling of digital/electronic material; ensuring quality of the product; scanning documents; and arranging for dissemination.

Generate and process expense reports, and reconcile credit card bills for the Board of Directors.

In collaboration with the Executive Director, Administrative and Strategic Projects help with managing and providing administrative support for special projects, events, as well as special assignments as they arise for the Sr. Executive Leadership team.

Some database management and ability to produce reports and use advanced functions.

Minimum Qualifications:

Bachelor's degree required

Eight (8) years administrative support experience for a C-level Executive.

Experience managing and coordinating the schedule, travel and project support for an executive or senior management level employee.

Proven ability in leading and supervising a team of administrative professionals.

Highly skilled in Microsoft Office Suite.

Aptitude to keep cool under pressure.

Must use sound judgment and tact when dealing with board members and public.

Ability to work under pressure in a fast-paced environment and deal with transitions.

Excellent communication, interpersonal and organizational skills.

Exceptional written and oral skills.

Exhibit emotional intelligence including a high level of self-awareness, awareness of others, and awareness of institutional culture.

Effective critical thinking, independent judgment and decision-making skills.

Proven ability to multi-task and support on various levels.

Proven organizational and administrative skills with a high level of attention to detail.

Must be professional and discreet with sensitive and highly confidential information.

Possess integrity, trust, common sense, and problem-solving abilities.

Self-starter, independent and meticulous with strong follow up skills.

Pro-active, anticipate the needs of the office, takes initiative, prioritizes work and delivers results.

Ability to travel monthly and work after hours and on the weekends as needed.

Ability to work in various time zones as needed.

Preferred Qualifications:

Masters Preferred

Experience in a college setting is preferred.

Previous professional, consistent interaction with members of the Board of Directors preferred.

Working knowledge of Concur and Workday is a bonus.

Project management skills is a bonus.

Working onsite at the headquarters office in Phoenix, Arizona is preferred but not required.

For more information regarding this position, please contact us at careers@uagc.edu .

UAGC shall, in all solicitations or advertisements for all employees placed by or on behalf of UAGC, state that all applicants who are qualified will receive consideration for employment without regard to sex, race, color, religion, sexual orientation, national origin, ancestry, citizenship, pregnancy, marital status, registered domestic partnership status, age, physical disability, mental disability, genetic information, gender identity, military or veteran status, service in the uniformed services, or any other consideration made unlawful by federal, state or local laws.

Where higher education meets technology – that’s The University of Arizona Global Campus. At UAGC, students discover relevant degree programs, innovative technology, and cherished tradition. UAGC offers associate, bachelor’s, and master’s online degree programs. The mission of UAGC is to provide high-quality, accessible, lower cost, and innovative, educational programs that meet the diverse needs of individuals pursuing advancement in their lives, professions, and communities. For more information, please visit www.uagc.edu , Facebook (https://www.facebook.com/UniversityOfArizonaGlobalCampus/) , Instagram (https://https://www.instagram.com/uazglobalcampus/) , LinkedIn (https://https://www.linkedin.com/company/university-of-arizona-global-campus/) or Twitter (https://www.twitter.com/UAZGlobalCampus) .