Executive Assistant - Office of Outreach & Engagement

Duties and Responsibilities:

Support for the Vice President of Outreach & Engagement (VPOE)

• Coordinating and managing assignments from the VPOE
• Maintaining the VPOE’s calendar and scheduling appointments and meetings
• Managing the VPOE’s travel schedule and coordination through Concur
• Providing administrative support for meetings, which may include:
  • Preparing meeting agendas
  • Scheduling appropriate meeting space and communication equipment
  • Ordering catering when necessary
  • Completing meeting notes
  • Ensuring appropriate communications and follow up
• Preparing monthly expense reports for purposes of reimbursement to the VPOE
• Assisting with other duties as assigned

Support for the Office of Engagement

• Assisting the VPOE in tracking the annual team budget
• Facilitating and processing office purchases and other financial transactions in accordance with established procedures and required authorizations
• Managing the office’s administrative operations, which includes:
  • Maintaining professional memberships
  • Keeping online subscriptions current
  • Managing external inquiries on a case-by-case basis
  • Managing the office’s human resources coordination
• Aiding in the tracking of engagement work within a customer relations management (CRM) platform
• Aiding in the tracking and ordering of university collateral and promotional items
• Creating and disseminating data, documents, calendars, correspondence, and other information as needed to the office’s internal and external constituencies on behalf of the VPOE and team
• Producing varying documents, including correspondence, reports, presentations, and spreadsheets utilizing Microsoft Office suite and Adobe
• Assisting with other duties, including special projects/tasks, as assigned

External Outreach & Engagement

• Supporting the VPOE and team to execute statewide outreach tours including:
  • Assisting with tour itineraries and materials
  • Assisting with preparation of university collateral and promotional items that will be distributed
  • Assisting with site selection of community events and making venue reservations
  • Producing community event promotional materials
  • Completing travel logistics (e.g., rental car and airplane reservations, hotel reservations, meal reservations, etc.)
  • Submitting invoices for payment from vendors on the tours
• Assisting on updates to the team’s website

Internal University Engagement

• Coordinating meetings with internal CU stakeholders, including from campuses
• Assisting the VPOE in identifying and facilitating on-campus visits with campus leadership, faculty and staff to broaden understanding of university programs

Minimum Qualifications:

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional or military experience may be substituted for the educational requirement on a year-for-year basis)
• Four (4) years’ professional experience providing administrative support to a department and a director or executive, which also includes:
  • Scheduling and coordinating meetings, travel, conferences, or other related events on behalf of a director or executive
  • Preparing complex and/or confidential reports, correspondence, presentations, and/or related materials
• Position will be required to work after hours and/or on-call, as needed
• In-state travel as required

Preferred Qualifications:

• Six (6) years’ professional experience providing administrative support, as indicated above

• Prior work experience at the university, including knowledge of the business, organizational structure, and functions of the University of Colorado

• Demonstrated experience using the university’s expense reporting system

• Experience working with Concur

Knowledge, Skills, and Abilities:

• Knowledge of executive level support best practices
• Knowledge of office management principles and best practices
• Knowledge of basic artificial intelligence (AI) skills, including understanding of how it works, how to write effective AI prompts, and how to utilize AI safely and responsibly
• Ability to learn different types of software for CRM usage and basic website maintenance
• Ability to establish and maintain positive working relationships
• Strong collaboration skills, including the ability to work with others from different areas, ages, cultures and backgrounds to reach a common goal
• Strong organizational skills, including the ability to set priorities and meet multiple goals and deadlines
• Excellent verbal and written communications skills, including proficient grammar, punctuation and formatting skills
• Excellent listening skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results
• Ability to manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
• Ability to prioritize work and stay on task when completing special projects and daily assignments
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
• Ability to self-start and take initiative in completing daily tasks and special projects
• Ability to focus on activities that have the greatest impact on meeting work commitments
• Ability to exercise sound judgment regarding confidential and sensitive information
• Advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint, etc.)

For full consideration, please attach the following as separate documents to your application at https://cu.taleo.net/careersection/2/jobdetail.ftl?job=41294: 

1. A cover letter identifying the job specific minimum qualifications you possess and interest in the position.
2. A resume including all relevant experience to be accurately assessed against the qualifications listed in the posting.