Executive Assistant and Project Manager (Contractor)

Position Summary

The Executive Assistant and Project Manager oversees administrative and project management for the Senior Vice President’s office. Utilizing strong organizational, project, and time management skills, with attention to detail, coordinates multiple schedules, required reporting, and communication across several functional areas. Manages a variety of calendaring, travel coordination, meeting arrangements, and strategic planning—planning ahead, specials events, as well as materials, acting as the point of contact with internal and external stakeholders while maintaining a high level of confidentiality.

Essential Functions:

• Manages a heavy calendar by coordinating, scheduling, booking, preparation, and setup of internal and external meetings, keeping appointments and meetings on time or changing schedules when necessary.
• Participates in the planning, tracking, implementation, and coordination of large-scale meetings for the Senior Vice President and leadership team including venue reservations and associated logistics for the office of the Sanford Programs.
• Supports senior management with strategic reports that require performance or program level data and/or presentation/information materials; schedules work teams to meet report timelines.
• Reconciles credit card expenses for the Senior Vice President and senior management.
• Provides exceptional customer service on behalf of the SVP’s office and assists in maintaining a virtual office environment that is sensitive and responsive to the needs of the University’s internal and external communities. Ensures the highest level of diplomacy and discretion when communicating internally across NU departments and NU offices.
• Discerns the nature and purpose of visits, meetings and calls with professionalism and exceptional customer service. Acts as a liaison to a broad range of constituents.
• Manages external contacts, understanding who they are, keeping track of periodic communication needed for contacts, prioritizing, and responding to emails and calls. This includes receiving and directing clients and visitors for meetings.
• Acts as the point of contact among executives, employees, clients, and other external partners.
• Manages information flow in a timely and accurate manner.
• Manages executives’ calendars and sets up meetings, pre- and post-follow up.
• Serves as a virtual office manager coordinating communication, tracking, and updates across the functional areas – direct reports.
• Formats information for internal and external communication – memos, emails, presentations, reports.
• Takes minutes during key meetings.
• Screens and directs phone calls and distributes correspondence.
• Dotted line reporting to the Senior Operations Manager, supporting high profile events, conferences, or leadership meetings for the business unit.
• Manages required reports including quarterly board of trustees, monthly donor reports, quarterly donor reports, and other strategic reports, as assigned.
• Manages travel arrangements and coordinates the pre-planning of domestic and international travel plans with various internal functions, including all necessary preparations.
• Builds and maintains working relationships with team members and colleagues.
• Safeguards and keeps any information confidential.
• Other duties as assigned.

Supervisory Responsibilities: N/A

Requirements:

Education & Experience:

• Bachelor’s degree, in business, management, communication, or a related field, preferred.
• Minimum of five (5) years of related executive level and executive administrative support experience in a professional, fast-paced office environment required.
• Direct project management experience required.
• All skills, abilities and education will be considered for minimum qualifications.

Competencies/Technical/Functional Skills:

• Ability to participate as an active team member of the team and organization and work toward a common goal. Contributes fully to the team effort and plays an integral part in the smooth running of teams without necessarily taking the lead.
• Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself.
• Actively seeks to influence, build effective relationships, and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
• Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting-edge programs/processes.
• Ability to generate and/or recognize imaginative or creative solutions that generate successful outcomes.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain digital files, SharePoint, and other platforms.
• Strong knowledge and skills Microsoft Office Suite Applications such as Word, Excel, Power Point, Outlook, and moderate skills in salesforce (CRMs).
• Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple projects, deadlines, and frequently changing priorities.
• Ability to drive towards achieving measurable and challenging goals to support organizational success. Demonstrates the ability to focus on achieving results consistent with the organization’s objectives. As a leader, develops goals based on the organization’s vision, mission, strategic goals, and objectives.
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals of constituencies in a diverse community.

Location: Remote

Travel: Some Travel Required; up to 15% travel to National University headquarters in San Diego, California

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Candidate receiving offers will be offered a salary/pay rate commensurate with experience that vary based on a candidate’s qualifications, skills, and competencies.  Absent exceptional circumstances, candidates will be offered a salary within this range for this position. The minimum salary will be offered based on the minimum exemption threshold based on state of residency. Base pay is one component of National University’s total rewards package, as we are dedicated to supporting the needs of the “whole you” with our holistic approach to employee benefits by offering comprehensive well-being benefits for you and your family.  For full details about our benefit plan offerings, please visit benefits.nu.edu. For Part-time benefits, please click here.

Compensation Range:

National University is committed to maintaining a high-quality, diverse workforce representative of the populations we serve. National University employs more than 5,000 faculty and staff and serves over 41,000 students. We are united in our mission to meet the global education demands of the 21st Century and are dedicated to creating a supportive academic and work environment that allows students, faculty and staff to develop their interests and talents while experiencing a sense of community and a commitment to diversity. With programs available both online and at our many campus locations, National University is a leader in creating innovative solutions to education and meeting the needs of our diverse student population, including adult learners and working professionals.

National University offers an opportunity to work in an innovative environment that supports diversity.

National University (NU) is proud to be an equal opportunity employer and does not discriminate against any employee or applicant per applicable federal, state and local laws. At NU, a diverse mix of highly talented, innovative and creative people come together to make the impact of a lifetime for each of our student learners. All qualified applicants will receive equal consideration for employment, education, and admission at National University. We are focused on equality and believe deeply in diversity of race, color, ancestry, age, family care status, veteran status, marital status, creed, religion, sex, gender, sexual orientation, religion, ethnicity, national origin, and other legally protected group status.