Executive Assistant

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Job Title:

Department:

Position Overview

Working in support of Corporate and Foundation Engagement (CFE), the Executive Assistant is responsible for providing professional front-line administrative support for senior leaders. This role involves proactively reviewing, managing and prioritizing complex schedules and visits, planning for meetings by preparing agendas, briefings, and other written materials, and coordinating all aspects of travel, including mileage and accommodations. The Executive Assistant handles reimbursements and financial paperwork, including requisition authorizations and is responsible for screening and managing sensitive or complex inquiries. This position interacts regularly with a variety of people including corporate and foundation contacts, university leadership, faculty, staff, and general public. Additional responsibilities include creating and maintaining reports and records, typing technical and/or confidential materials, maintaining and safeguarding records of a highly confidential nature related to corporate investments and foundation gifts and grants.

The Executive Assistant is expected to be able to effectively manage multiple priorities and competing time demands and provide exceptional customer service, be a self-starter, have excellent organizational, interpersonal, written and verbal communication skills, and the ability to work as a part of a team in a fast-paced, strategic environment.

All members of Corporate and Foundation Engagement are part of creating a culture that inspires an exceptionally multifaceted and talented team and are expected to exhibit The Ohio State University’s Shared Values. Corporate and Foundation Engagement is committed to acting with kindness, respect, and integrity at all times and welcoming our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.

Duties and Responsibilities

60%

Provides daily administrative support to senior leaders of Corporate and Foundation Engagement (CFE); supports the CFE team in planning engagement opportunities related to university leadership (assist with itineraries, travel arrangements, reservations, gifts, etc.); oversees TAS entry and data management on behalf of the Associate Vice President, CFE; processes Workday expense reports and assists with management of CFE budget; coordinates calendar for two Associate Vice Presidents (AVPs) including meeting prep and follow-up; supports the two AVPs in planning and executing campus visits for external partners as well as one-off events, such as milestone celebrations and investment announcements; organizes and prepares agendas and itineraries; develops power point presentations; anticipates, researches, and prepares materials for internal and external meetings; maintains and safeguards records of a highly confidential nature related to corporate investments and donor contributions; manages and processes confidential and sensitive correspondence; arranges and coordinates all travel plans for CFE’s senior leaders; prepares special reports relative to various aspects of CFE activities and programs.

30%

Researches and resolves issues and problems; assesses inquiries and concerns directed to the AVP, CFE determining course of action and delegating to appropriate person to manage; monitors external inquiries and collaborates with CFE team to triage and respond to them; uses substantial judgement and independent decision making; responds to routine inquiries from corporate and foundation contacts, and staff; serves as liaison to key university and medical center officials; provides information to university and medical center officials and administrators, faculty, staff, visitors and general public; prepares and submits reimbursement of expenses; conveys directives and sensitive information as appropriate; collects, compiles, analyzes, develops and summarizes statistical data and reports.  

10% - Miscellaneous

Completes special projects and performs other duties as assigned.

Required Qualifications

• Bachelor’s degree or equivalent education and experience
• Proven experience with MS Office suite
• Demonstrated experience supporting a leader
• 1 year of business experience in an administrative capacity
• Experience in customer service and excellent communication skills, both verbal and written
• High degree of organizational skills

Desired Qualifications (We are committed to building a team that reflects a variety of skills and experiences and encourage you to apply even if your experience does not align perfectly)

• Two (2) years of experience in an administrative support or customer service role
• Experience working in a large university and/or Medical Center setting
• Knowledge of Ohio State University policies, procedures and systems
• Experience supporting an Executive level leader
• Previous experience with managing electronic calendars and scheduling for Senior Leaders
• Previous experience working in an Advancement setting
• Previous experience using Workday

The Office of Advancement is committed to providing tools and resources for you to learn our business, proprietary databases, university-specific processes, and advancement practices.
 

You Need to Know

Aside from the unparalleled benefits of working for The Ohio State University and working in the vibrant, smart, enjoyable, and growing city of Columbus, Ohio, this opportunity will provide exceptional rewards that arise from working for an institution doing worldwide life-changing teaching and research. Learn more here:  https://hr.osu.edu/careers/.

In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as a standby position.

Additional Information:

To learn more about the Office of Advancement, please visit advancement.osu.edu.

The budget for this position is up to $30.28 per hour.  The offer for this position will be based on internal equity and the candidate's qualifications.

Function:             Business Planning and Operations

Sub-function:    Administrative Assistance

Career Band:      Individual Contributor - Specialized

Career Level:      S1

Location:

Position Type:

Scheduled Hours:

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Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions.

The university is an equal opportunity employer, including veterans and disability. 

As required by Ohio Revised Code section 3345.0216, Ohio State will: educate students by means of free, open and rigorous intellectual inquiry to seek the truth; equip students with the opportunity to develop intellectual skills to reach their own, informed conclusions; not require, favor, disfavor or prohibit speech or lawful assembly; create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth and tolerates differences in opinion; treat all faculty, staff and students as individuals, hold them to equal standards and provide equality of opportunity with regard to race, ethnicity, religion, sex, sexual orientation, gender identity or gender expression.