Executive Assistant I or II - Utah State University

Overview:

The Executive Assistant to the Vice President (Assistant to an Executive I or II) is responsible for providing a strong link between the Vice President for Advancement/President of the Utah State University Foundation and internal/external stakeholders including USU staff, university administration, the board of directors, donors and friends of Utah State.  The Executive Assistant will be well-organized and will successfully balance multiple projects with conflicting deadlines to completion.  S/he will analyze complex situations and apply good judgment, discretion and diplomacy as necessary.  The Executive Assistant will be expected to always communicate professionally with staff at all levels while working through situations in flux.  Confidence to make appropriate decisions, the ability to proactively manage relationships at all levels, and the foresight to anticipate and socialize challenges are attributes critical to success in this role.  This position reports to the Chief of Staff.

 

The Executive Assistant is also responsible for the execution of other fundraising administrative functions, including calendar management, written correspondence, and general participation in the implementation of a comprehensive development program for Utah State University along with supervision of multiple employees.  The position will be hired at either Assistant to an Executive I or Assistant to an Executive II depending on qualifications and duties assigned (see qualifications section below).  

Responsibilities:

Vice President’s Office Support

• Provide administrative support to the Vice President/President of the USU Foundation and other Advancement Leadership Team members as needed. Responsible for calendar management, travel planning and post-travel reconciliation, correspondence systems, and tracking of information and issues.  Independently prepares written correspondence and reports as requested.
  
  • Manage calendars, documents and schedules to maximize the Vice President’s time.
  • Spearhead multiple projects simultaneously and provide regular updates to the Vice President and/or Chief of Staff
  • Prepare meeting agendas, presentations, and develop timely and accurate meeting minutes. Compose, prepare, and proofread letters, reports, and other correspondence when requested. Prepare Vice President’s mail for review.
  • Prepare and manage schedule of donor phone calls, donor reports, fund reports, data pulls, and other project reports as needed.
  • Plan and schedule events, meetings, conferences, and teleconferences as needed. Schedule conference rooms for department meetings and presentations.
  • Assist in travel arrangements and reimbursements.

 

Chief of Staff Support

• Provid administrative support to the Chief of Staff, communicate with the President’s office, key donors, legislators, community leaders, the Board of Trustees and USU Foundation Board members.
  
  • Assist in planning and implementation of USU Foundation Board meetings (3 yearly), assist in preparation of agendas and other presentations.
  • Prepare minutes from Foundation Board and Alumni Advisory Board meetings.
  • Post agendas and minutes from Foundation Board meetings.
  • Assist Vice President, Chief of Staff, and Financial Officer with personnel matters including hiring, performance appraisals, promotions, and project progress on various assigned initiatives, etc. while maintaining professionalism and confidentiality.
  • Confer with Chief of Staff and others to identify, plan and develop methods and procedures to improve efficiency in the management of daily operations of University Advancement. Perform research as a basis for recommending changes in procedures and policies.
  • Provide back-up support to Advancement Coordinator
  • Review and assist with specific projects as assigned. Track and follow-up on projects/requests to ensure they are completed in timely manner.
  • Maintain a strong and productive working relationship with staff, administration, alumni, and donors of the university.
  • Work collaboratively with Vice President’s office staff to coordinate work schedules and backup for an effective and productive office environment.
  • Other duties as assigned.

Development Support

• Support Advancement Leadership Team as requested, including travel, meeting schedules, venues, agendas and presentations as requested.

Supervisor Duties

• Supervises the work of administrative staff, including front desk staff and student employees, providing guidance, training, hiring, scheduling, and support as needed. This position will provide leadership to their team and perform annual reviews. They will assign tasks, monitor progress, and ensure that work is completed accurately and efficiently.

Qualifications:

Minimum Qualifications:

• Position will be hired as either a Executive Assistant I or Executive Assistant II based upon the following qualifications and duties assigned.
  • For Executive Assistant I:
    
    • Six years of experience; or vocational/technical training/associate degree in an office or business field plus four years of related experience; or a bachelor’s degree in a related field plus two years of experience.
  • For Executive Assistant II:
    
    • Eight years of experience; or vocational/technical training/associate degree in an office or business field plus six years of related experience; or a bachelor’s degree in a related field plus four years of experience.

Preferred Qualifications:

• High energy and passion for the mission of Utah State University, Utah State Alumni Association, and the Utah State University Foundation.
• Professional, proactive, and resourceful style.
• Possession of a results-oriented attitude and positive outlook.
• Knowledge of USU Advancement-related policies as well as general USU employee policies.

Knowledge, Skills, and Abilities:

• Strong written and oral communication skills.
• Excellent interpersonal and customer service skills.
• Demonstrate strong analytical and problem-solving skills.
• Ability to work with others to meet deadlines and to prioritize workload appropriately.
• Ability to self-assess performance against objectives and make adjustments as necessary.
• Ability to deal with interruptions and organize work to effectively return to task.
• Ability to maintain a high degree of confidentiality and discretion.
• Ability to interact effectively with high-level administrators, employees, donors, and alumni in a professional manner.
• Ability to work independently with little or no supervision as well as within a team.
• Ability to use computers and other general office tools.
• Strong time management and organizational skills. Highly dependable and able to meet deadlines. Able to work quickly and efficiently on multiple tasks.

Required Documents:

Along with the online application, please attach:

1. Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV"
2. Name and contact information for 3 professional references to be entered into Candidate Profile
3. Cover letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Advertised Salary:Commensurate with experience, plus excellent benefitsADA:

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

College/Department Highlights:

The Division of Advancement is a welcoming office where inclusiveness and teamwork are highly valued. Advancement staff are engaged in the meaningful work of securing private financial resources to fuel Utah State University's mission by creating gratifying gift and engagement experiences for USU's generous and passionate alumni and friends. Comprising the division are the office of the Vice President, the USU Foundation & Board, Advancement Services, the Alumni Association (Alumni Engagement), Gift Planning, Corporations and Foundations, Strategic Communications, Stewardship and Donor Engagement, the Annual Fund and ACE (Alumni Center for Engagement). Furthermore, the division coordinates all fundraising efforts across campus, including colleges, various programs, extension campuses, and USU Athletics. Through the collaboration of these units, the Division of Advancement is able to achieve significant annual fundraising goals by inspiring stakeholders to invest their time and resources in Utah State University. 

University Highlights:

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

 

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

 

*updated 04/2024

Notice of Non-discrimination:

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023