Executive Assistant

About the Job

Title: Executive Assistant

Office: Enrollment Management

Location:Twin Cities

Work Days: Monday to Friday

Work Mode: In Person

The Executive Assistant in the Office of Enrollment Management (OEM) is a key partner, providing essential administrative support to the Vice Provost for Enrollment Management, as well as high-level projects, committees, and initiatives within the University of Minnesota. This role is the senior-most administrative associate in the office and serves as a leader for other junior employees by providing technical and operational guidance. The Executive Assistant is integral to the smooth operation of the Office of Enrollment Management, ensuring senior staff members are consistently informed, prepared, and aligned with the University's objectives. The Executive Assistant works closely with internal and external stakeholders to advance the University's mission in a fast-paced, dynamic environment.

This is a 100% full-time, continuing position in the civil service series (Administrative Associate 2, job code 8208A2). Nearly all work is conducted in person, on campus. Occasional remote work may be accommodated at the discretion of the Vice Provost for Enrollment Management when such remote work is in the interest of the University.

Primary Responsibilities

Strategic Administrative Support (50%):

• Provide high-level administrative assistance to the Vice Provost for Enrollment Management and senior staff members within the Office of Enrollment Management, ensuring the successful execution of key initiatives, programs, and activities. This includes the preparation and review of critical correspondence, presentations, reports, memoranda, and announcements. Provide administrative support and document management for the Vice Provost's presentations to the Board of Regents.

Administrative Operations (50%):

• Executive-Level Calendar Management: Oversee complex scheduling for the Vice Provost and other senior leaders, coordinating with internal and external stakeholders. Ensure seamless organization of meetings and events by preparing relevant materials and ensuring staff are fully briefed.
• Event and Meeting Leadership: Manage all aspects of meetings and events, including vendor management, logistics, communications, and guest coordination. Ensure events run smoothly, representing the professionalism of the Office of Enrollment Management.
• Confidential and High-Sensitivity Coordination: Support the Vice Provost by handling sensitive materials, coordinating high-level appointments, and maintaining confidentiality with discretion. Develop and maintain effective working relationships internal and external to the Office of Enrollment Management, including University and collegiate leadership and state agencies.
• Operational Efficiency and Improvement: Continuously assess and recommend improvements to office operations, ensuring the highest level of efficiency and effectiveness in support of the Office of Enrollment Management. Assign work to other administrative staff as appropriate.
• Facilities and Resource Management: Serve as the Resource Responsibility Center Facility lead and Departmental Facility Representative, managing the physical office environment (departmental U card access) and supporting communications to facility occupants.
• Financial and Travel Oversight: Manage reimbursements, travel card reports, and other financial processes for the Vice Provost and other senior staff members using institutional systems (e.g., Chrome River). Manage institutional memberships and membership invoices.
• Technology and Equipment Coordination: Oversee equipment contracts and service needs, ensuring the office is fully equipped for optimal operation.
• Assume additional responsibilities or duties as assigned by the Vice Provost.

Qualifications

Required Qualifications:

• BA/BS plus at least 2 years of experience or a combination of related education and work experience equal to 6 years.
• Expert in the Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite (Docs, Sheets, Slides, Calendar, Drive).
• Strong technical skills, including database and electronic calendaring management.
• Exceptional written and verbal communication skills, with a focus on precise, professional correspondence.
• Demonstrated ability to manage confidential information with the utmost discretion.
• Proven experience thriving in fast-paced, deadline-driven environments, delivering structured work with accuracy and timeliness.
• Strong organizational and project management skills, including the ability to handle multiple tasks simultaneously.
• Ability to work both independently and as part of a collaborative team, with a high level of self-direction.
• Experience in event planning, including managing logistics, technical needs, and communications for high-profile meetings and events.
• Ability to work collaboratively with diverse audiences.

Preferred Qualifications:

• Experience working in a higher education environment.
• Experience supporting an executive-level leader.

About the Department

The Office of Enrollment Management (OEM) is responsible for achieving the academic, diversity, headcount, and financial goals for undergraduate enrollment on Twin Cities campus. This is achieved through the strategic recruitment, admission, and yield of new students from high school and transfer students from other higher education institutions. OEM is also responsible for the administration of new student scholarships for the Twin Cities campus and works collaboratively on enrollment matters across the University of Minnesota system.

Pay and Benefits

Pay Range: $65,000 - $75,000; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a resume. Priority deadline of 03/06/2025.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).