Executive Assistant


About the Job

Executive Assistant

Application Review Begins
March 26, 2018; open until filled

Apply now

Job no: 521921
Work type: Officer of Administration
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Business Administration/Management, Planning/Project Management

Department: Office of the Provost and Academic Affairs
Appointment Type and Duration: Regular, Ongoing
Salary: Commensurate with experience
Compensation Band: OS-OA06-Fiscal Year 2017-2018
FTE: 1.0

Special Instructions to Applicants
All applicants must submit a resume that clearly shows your relevant experience, a cover letter explaining your interest and qualifications for the position and three professional references.

Department Summary
The Office of the Provost (OTP) upholds, provides leadership on, and carries out the academic mission of the University. In service to this mission, the Office: Promotes and sustains the highest standards in teaching, research and service; Fosters and advocates for faculty; Promotes a respectful work environment, equity and inclusion, and a family-friendly workplace; Supports and coordinates matters that pertain to faculty and academics, including hiring, retention, promotion, and tenure processes; Advances university outreach to the community, academic extension, and internationalization.

Position Summary
This position is located in the Office of the Provost (OTP) and directly assists the Associate Vice President and Vice Provost for Academic Initiatives (AVPAI) serving as the primary contact for all matters related to their schedules and activities. The position may also assist other OTP leaders in the same manner. The Executive Assistant (EA) is responsible for effectively managing and scheduling the AVPAI's time to ensure maintenance of an extensive meeting and event schedule as well as the flexibility to pursue an active agenda of priorities, while maintaining the ability to react quickly to emerging issues.

The EA will facilitate the communication of information as directed by the AVPAI or Director of Operations, and is involved in many sensitive and confidential matters. The EA uses interpersonal communication skills, relationship-building, independent judgement, and a comprehensive knowledge of University culture, programs, personnel and constituency groups to effectively carry out the duties of the position.

The EA may require work outside the traditional work week, including evenings and weekends. This position reports to the Director of Operations.

Minimum Requirements
• Bachelor's degree (an additional four years of work experience may be substituted for the Bachelor's degree).
• Five years of professional work experience in a position that required project management, managing the needs of others (e.g., executive assistant support, campaign management, training/instruction), and dealing with multiple constituencies. Project management should entail developing and managing timelines and direct oversight of work-plans/initiatives. For example, this can include such things as broad management of an executive's calendar or discrete initiatives.

This position may require work outside the traditional work week, including evenings and weekends.

Professional Competencies
• Ability to manage stressful situations with tact and diplomacy and to use sound judgement and discretion, particularly as it relates to handling sensitive and/or confidential information.
• Ability to interact effectively with senior leaders including anticipating needs, accommodating different work styles, and proactively reaching out for assistance.
• Demonstrated ability to meet deadlines, quickly adapt to changing circumstances, prioritize multiple tasks and work independently, while handling frequent interruptions and rapidly shifting priorities.
• Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program).
• Commitment to, experience with, and ability to work effectively with people from a variety of diverse backgrounds and cultures in support of a welcoming and inclusive environment.
• Excellent writing, and verbal communication skills; attention to detail.
• Excellent organizational, problem-solving, and time management skills.

Preferred Qualifications
• Prior professional assistant experience that includes experience managing a calendar for an executive-level position in a complex organization.
• Professional experience in a higher education environment or other public organization such as federal/state government.

FLSA Exempt: Yes

All offers of employment are contingent upon successful completion of a background inquiry.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Affirmative Action and Equal Opportunity, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at

Advertised: 07 Mar 2018 Pacific Standard Time