Executive Assistant to the Provost/VPAA

Albany State University is a fully accredited senior unit of the University System of Georgia. Employees receive benefits provided by the University System of Georgia, including, but not limited to, medical and major medical insurance, group life insurance, participation in the Georgia Teachers'Retirement System, Optional Retirement Plan (Faculty and exempt employees only), Social Security and Tuition Assistance Program after six months of employment.

Location

Our West Campus is located at 2400 Gillionville Road, Albany, GA 31707. Our East Campus is located at 504College Drive, Albany, GA 31705. The Human Resources office for both campuses is located on the West Campus in Building K, Suite 209.

Job Summary

The Executive Assistant to the Provost provides high-level, confidential administrative and strategic support directly to the Provost and Vice President for Academic Affairs at Albany State University. This position serves as a key liaison between the Provost's office and internal and external stakeholders, exercising independent judgment, discretion, and a thorough understanding of institutional priorities. The Executive Assistant is distinguished from general administrative support roles by the scope and complexity of responsibilities, the sensitivity of information managed, and the level of initiative and autonomy required.

Sponsorship is not available for this position.

Responsibilities

Executive-Level Administrative Support

• Manage the Provost's complex, high-volume calendar with a high degree of judgment, resolving scheduling conflicts, anticipating needs, and protecting time for institutional priorities.
• Draft, edit, and finalize high-level correspondence, reports, briefing documents, talking points, and presentations on behalf of the Provost.
• Serve as the first point of contact for the Provost,s office, screening communications and visitors with professionalism and discretion.
• Manage all travel logistics for the Provost, including itineraries, accommodations, conference registrations, and expense reporting in compliance with USG policies.
• Maintain confidential files and records related to personnel matters, academic affairs, and institutional strategy.
• Daily management of the Provost@asurams.edu email inbox.

• Act as a strategic liaison between the Provost and Academic Affairs leaders, Deans, faculty governance bodies, and external partners.
• Facilitate the flow of information across the Academic Affairs division, ensuring timely follow-through on action items and decisions.
• Represent the Provost's office with professionalism in interactions with University System of Georgia contacts, peer institutions, and community partners.
• Track institutional priorities and ensure the Provost is prepared for key engagements with briefing materials, agendas, and background information.

• Coordinate Academic Affairs leadership team meetings, cabinet sessions, and retreats, including preparation of agendas, materials, minutes, and action item tracking.
• Support the Provost in preparation for Board of Regents meetings, presidential briefings, and accreditation-related engagements.
• Assist in the management and coordination of special projects, strategic planning efforts, and institutional initiatives as assigned.

• Lead planning and coordination of high-profile academic events, including faculty convocations, commencement activities, academic forums, and leadership retreats.
• Support the development and execution of Academic Affairs communications, including announcements, newsletters, and web content updates.
• Conduct research and compile data in support of special projects and institutional reporting.

• Bachelor's degree from an accredited institution.
• Minimum of five (5) years of progressively responsible executive or senior administrative support experience, preferably in a higher education or complex organizational setting.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Exceptional written and verbal communication skills with a high degree of accuracy and attention to detail.
• Proven ability to handle highly sensitive and confidential information with discretion and professionalism.
• Demonstrated ability to manage competing priorities and work effectively with minimal supervision in a fast-paced environment.

• Master's degree from an accredited institution.
• Experience supporting a Provost, President, or C-suite executive in a higher education setting.
• Familiarity with University System of Georgia (USG) policies and procedures.
• Experience with Banner, PeopleSoft, or comparable enterprise systems.
• Knowledge of academic governance structures, shared governance practices, and HBCU institutional culture.
• Experience with project management tools or institutional planning processes.

• Exceptional organizational and time management skills with the ability to manage multiple high-priority projects simultaneously.
• Strong interpersonal and relationship-building skills across diverse internal and external stakeholder groups.
• High degree of initiative, sound independent judgment, and the ability to anticipate the needs of executive leadership.
• Demonstrated commitment to equity, inclusion, and the mission of Historically Black Colleges and Universities (HBCUs).
• Ability to exercise tact, diplomacy, and political acumen in all interactions.
• Strong analytical and problem-solving skills with a solutions-oriented approach.
• Capacity to maintain composure, confidentiality, and effectiveness in high-pressure situations.