Executive Assistant to the Chief Academic Officer

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Are you ready to bring your energy and expertise to a dynamic team? Academy of Art University is seeking an Executive Assistant to support our Chief Academic Officer. Discover an inspiring career path at one of the country's most innovative institutions for higher art education.

The Executive Assistant to the Chief Academic Officer provides high-level administrative and operational support to the Chief Academic Officer. This position plays an important role in Academy of Art University ’s academic mission. As the Executive Assistant to the Chief Academic Officer, this position will act as a primary liaison for academic divisions and executive offices.
Responsibilities:

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Oversee daily functions for the office of the Chief Academic Officer in effort to optimize and maximize communication / efficiencies throughout the organization.

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Manage internal and external communications by sending timely correspondence on behalf of the office and coordinating logistics for meetings and other appointments.

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Prepare and brief the Chief Academic Officer on their daily schedule. Compile documents needed for respective meetings. Ensure the Chief Academic Officer remains on schedule.

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Organize, by date and priority, requests received from the Executive Office for the Chief Academic Officer.

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Track the timing of approvals and responses and keep the Chief Academic Officer aware of outstanding matters.

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Create systems for tracking data from special projects and perform data entry to assist the Chief Academic Officer in analysis.

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Create presentations of data and findings for the Chief Academic Officer to present to the Executive Office and other stakeholders.

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Complete other tasks as assigned including attending meetings to record minutes and answering questions regarding basic operational or procedural matters.

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Assist with and project manage various projects as needed from the Office of the President and Human Resources department.

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Manage and coordinate travel arrangements, including itineraries and expense reports, on behalf of the Chief Academic Officer.

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Exercise a high degree of discretion and confidentiality when handling sensitive institutional, personnel, or student-related information.

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Serve as a liaison between the Chief Academic Officer and academic departments, faculty, and other administrative offices.

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Track departmental budgets, invoices, and purchase orders on behalf of the Chief Academic Officer's office.

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Coordinate onboarding and training activities for new academic staff and faculty on behalf of the office.

Qualifications:

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Bachelor’s degree in business administration, communications or related field strongly preferred

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Minimum of 3 to 5 years of progressively responsible executive administrative experience, preferably supporting senior leaders in higher education

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Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

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Experience with virtual meeting and project management platforms like Zoom, Teams, or Smartsheet

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Ability to manage complex digital filing systems, draft executive summaries, and prepare accurate reports

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Exceptional written and verbal communication skills to interact professionally with faculty, students, executive offices, academic offices, and external partners

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Strong calendar management, multitasking, and prioritization skills to handle shifting timelines and fast-past executive office needs

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High level of professionalism and sound judgement in handling highly confidential and sensitive academic or personal