Lead Executive Assistant - 607929

Job Title

Lead Executive Assistant

Job ID

607929

Location

Office of the Provost

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

Special Information

This position is an on-site position which requires the incumbent to complete their work primarily at the Flagstaff Mountain campus with or without accommodation. Opportunities for remote work are rare.

Job Description

Under the direction of the Chief of Staff, the Lead Executive Assistant works with a high degree of independence, decision-making and initiative in leading and directing all day-to-day functions on behalf of the Provost and Provost's Office team, including management of the Provost's schedule and events, coordinating with stakeholders and contributing to strategic planning. Additionally, the position includes leading special initiatives, supervising student employees, and maintaining relationships within the university.

Management of Provost Engagements and Activities

• 65%

• Oversee the Provost's calendar, including the administration and prioritization of meetings, invitations, and other events (includes making determinations regarding scheduling priorities, confirming attendance when applicable, gathering vital information about event/meeting logistics, and tactfully managing scheduling conflicts and prioritization).

• Negotiate and manage the needs of individuals and groups requesting time with the Provost, often working independently to commit the Provost's time in a manner that advances the priorities of the office.

• Coordinate with the Director of Operations for the President's Office to manage event attendance requests for the President and Provost, ensuring their schedules are optimized and balanced.

• Communicate effectively with collaborators and stakeholders to manage rescheduling and/or cancellations resulting from emergent priorities, using diplomacy and judgment to ensure understanding and minimize disruption.

• Working with the Chief of Staff, make appropriate arrangements with a high level of attention to detail for sector meetings throughout the academic year (Dean's Council, Academic Leadership Summit, Academic Leadership Collaborative, etc.), including scheduling presenters, meeting room setup, virtual/tech preparation, room reservations, catering/reservations and the like, to facilitate successful meetings.

• Manage the Provost's schedule effectively throughout the day, ensuring adherence to the daily schedule.

Strategic Planning and Support

• 20%

• Prepare detailed briefings to ensure the Provost is well-prepared for meetings and events with internal and external audiences.

• Identify impactful information and elevate issues to the attention of the Chief of Staff.

• Contribute to strategic planning for events, engagements, and activities involving the Provost, considering institutional and sector priorities.

• Under the direction of the Chief of Staff, organize, facilitate, and support special initiatives spearheaded by the Provost's Office, including retreats and cross-divisional events, working closely with the President's Office, SVP Engagement and Public Affairs Office as well as other university offices.

• Establish and maintain collaborative relationships with key stakeholders, including deans, vice provosts, and vice presidents.

Office Management

• 10%

• Provide leadership and direction for student employees in the Provost's Office and serve as point person for escalation of issues.

• Supervise and train student employees in the office.

Other

• 5%

• Perform other duties as assigned.

Minimum Qualifications

• Undergraduate bachelor's degree.

• 5-7 years of relevant experience.

• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Advanced degree (Master's, PhD, etc.)
• No/limited prior supervisory experience is required but demonstrated team leadership strongly preferred.

Knowledge, Skills, & Abilities

• Advanced knowledge of administrative and University principles and practices.

• Advanced knowledge of principles and practices for providing customer and personal services.

• Advanced knowledge of records administration and maintenance techniques and procedures.

• Planning, analyzing, and coordinating activities and establishing priorities.

• English composition, grammar, spelling, and punctuation.

• Scheduling and planning meetings.

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Organizational and project management skills.

• Problem solving, organizational, and analytical capabilities.

• Communicates effectively.

• Represents office and University in a professional manner.

• Balances competing priorities.

• Promotes a diverse, inclusive environment.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Anticipated salary range is $63,000 - $72,500. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.

Benefits

This is a Service Professional (SPF) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System or the Optional Retirement Program; 22 days of vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. NAU is a tobacco and smoke-free campus. Service Professionals are hired on a contract basis, renewable each 6 months according to terms of the Conditions of Professional Service. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. If a new employee chooses the ASRS retirement option, participation in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, will begin on the first of the pay period following 6 months after the new employee's start date. New employees who choose to participate in the Optional Retirement Plan (ORP), which is an alternative to the ASRS plan for faculty and other appointed staff, will begin to participate on the first day of the pay period following election. Additionally, the long-term disability plan that accompanies the ORP will begin on the first day of the pay period following election.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

July 8, 2024 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.