Executive Assistant

Reports to

Executive Director and Associate Vice Provost for Academic-Corporate Initiatives

Overview

Reporting to the Executive Director and Associate Vice Provost for Academic-Corporate Initiatives (ED), the Executive Assistant and Project Coordinator (EA/PC) will provide administrative and project coordination for the ED and ensure smooth operations of emerging priorities in University-wide academic-corporate partnerships. The Executive Assistant/ Project Coordinator will also provide calendaring and administrative support for the ED, and will coordinate in a wide range of projects identified as priorities within the broader corporate engagement portfolio.

Key Responsibilities

General Administrative Support

• Providing executive support for the ED, as well as related administrative support, including managing calendars, planning, scheduling, and preparing materials for meetings; scheduling and travel booking; composing and distributing meeting minutes; coordinating/planning office events/meetings; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports.

Corporate Engagement

• Supporting information technology capabilities and tools to foster productive academic-corporate collaborations.
• Coordinating and staffing University-wide committees, meetings with external partners, and events.
• Coordinating IT/space needs for events, presentations, and meetings.
• Managing complex calendars, planning, scheduling, and organizing meetings.
• Preparing materials for meetings including agendas and briefings by compiling relevant information and data related to strategic performance metrics.
• Providing timely follow-up as needed, including tracking items and ensuring their completion.
• Maintaining and organizing electronic files and materials for various projects and committees.
• Perform other duties as needed or required.

Basic Qualifications

Minimum 5 years' related experience.

Additional Qualifications

• College degree strongly preferred
• Excellent writing skills and polished verbal communication
• Ability to support projects with a high degree of coordination
• Capability to understand the complexity of the comprehensive, research-intensive organizational context
• Ability to take direction and proceed with tasks with minimal oversight

About The Office of the Vice Provost for Research

The Office of the Vice Provost for Research reviews, develops, and implements research-related policies, as well as the organization and execution of academic research, especially in the sciences. With the increasing pursuit of cross-disciplinary ventures, the Vice Provost for Research (VPR) works closely with university and school leadership to identify and ease the practical impediments inherent to interdisciplinary research in a highly decentralized academic environment. Additionally, a critical mission of the Office is to develop best practices for education, training, and guidance to promote the responsible conduct of research and to ensure compliance in all areas of research administration.

The Office, with the concurrence of the Provost, convenes as appropriate university-wide committees that bring together key faculty and administrators to address matters relating to research and research training policies and practices. These committees, with full cognizance of applicable federal and state law, regulation, and guidance, review existing institutional policies and implementation practices that bear on the oversight and conduct of research, and consider ways to enhance, harmonize, supplement or supplant them. The VPR works closely with faculty and administrative colleagues in government affairs, sponsored research, technology licensing, university development, and other domains to cultivate and sust