Executive Assistant

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Job ID

60079

Location

Columbia

Full/Part Time

Full-Time

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Hiring Department

Division of Information Technology

Job Description

The Executive Assistant for the Division of Information Technology provides high-level administrative and operational support to members of the IT senior leadership team. This position serves as a key liaison, ensuring effective coordination, communication, and execution of priorities across the Division. The role requires a high degree of professionalism, discretion, initiative, and the ability to manage complex schedules, communications, and projects in a fast-paced environment.

The IT Division supports a broad and complex portfolio of services including infrastructure, enterprise systems, cybersecurity, research computing and digital services. The VP and senior leadership team are responsible for advancing priorities such as operational efficiency, innovation and compliance.

Key Responsibilities:

Communications:

• Serve as a primary point of contact for internal and external stakeholders, exercising discretion, professionalism, and sound judgment.
• Prepare, edit, and manage correspondence, reports, presentations, and other executive-level documents.
• Maintain organized filing systems to ensure accurate document retrieval while safeguarding confidential and sensitive information.
• Gather, compile, and verify information for reports to support leadership decision-making and strategic planning.
• Manage one or more shared email accounts with professionalism and discretion, ensuring timely responses and effective communication across the organization.

Calendar & Meeting Management:

• Manage complex calendars for multiple Director-level leaders, prioritizing competing demands and ensuring alignment with organizational priorities.
• Coordinate and prioritize scheduling of meetings, appointments, and events to maximize efficiency, prevent conflicts, and ensure timely completion of commitments.
• Support senior leadership meetings by preparing agendas, assembling materials, and tracking follow-up actions to ensure accountability and continuity.
• Arrange and coordinate meeting logistics, including facilities, technology, catering, and related details, to ensure seamless execution of meetings and special events.
• Monitor calendar changes and proactively adjust schedules to accommodate shifting priorities and urgent requests.

Travel Coordination:

• Coordinate travel arrangements for leadership, including flights, lodging, transportation, and itinerary development.
• Ensure travel plans align with schedules, organizational priorities, and budget guidelines.
• Prepare detailed travel itineraries and briefing materials, including agendas, confirmations, and relevant documentation.
• Process travel authorizations, expenses, and reimbursements in accordance with organizational policies and procedures.
• Monitor travel changes and proactively address disruptions, ensuring minimal impact to leadership schedules.

Event and Project Coordination:

• Coordinate and support planning and execution of events and meetings with the Senior Executive Assistant while ensuring alignment with organizational goals and leadership priorities.
• Collaborate with internal teams and external vendors to manage logistics, resources, and communications for projects and events.
• Prepare materials, manage registrations, and coordinate on-site or virtual event execution as needed.
• Identify and resolve issues proactively to minimize disruption and ensure smooth execution of projects and events.

Office and Administrative Management:

• Provide comprehensive administrative support to ensure efficient day-to-day operations of the office.
• Develop, implement, and maintain administrative processes and procedures to improve workflow efficiency and consistency.
• Coordinate and monitor administrative activities, ensuring timely completion and adherence to policies.
• Maintain office supplies, equipment, and resources, ensuring availability and cost-effective utilization.
• Assist with budget tracking, purchasing, and procurement activities in accordance with organizational guidelines.
• Support onboarding activities and administrative coordination for new staff as needed.
• Maintain accurate records, files, and documentation to support operational and compliance requirements.

Shift

Monday - Friday, 8am - 5pm

Minimum Qualifications

A Bachelor's degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is necessary.

Preferred Qualifications

Three years of related experience. Proficiency in Microsoft Office applications (e.g., Word, Excel, Outlook, PowerPoint).

Anticipated Hiring Range

Salary Range: $21.00 - $25.00 Commensurate with experience

Grade: GGS-008

University Title: Executive Assistant

Internal applicants can determine their University title by accessing the Talent profile tile in myHR.

Application Materials

In addition to the Online Application, please provide a Cover Letter and Resume.

Sponsorship Information

Employment visa sponsorship is not available for this position.

Benefit Eligibility

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/departments-staff/human-resources/benefits-retirement

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.