Executive Assistant to The President and CEO - Storrs, United States - The University of Connecticut Foundation, Inc.

Description

***The Executive Assistant in the Office of the President & CEO is a supportive problem solver who empowers our leadership to excel. The Executive Assistant provides high-level, professional, and customer-service oriented administrative support to the Chief of Staff (COS) and the President & CEO. The Executive Assistant reports to, and works in partnership with, the Chief of Staff to ensure an efficient and effective, best-in-class office operation. The Executive Assistant collaborates internally with a broad range of colleagues across the Foundation to facilitate communication and ensure smooth operations. They partner closely with the Principal Gifts team and Senior Cabinet members to facilitate workflow and ensure leadership's priorities are met. In addition, the Executive Assistant interacts frequently with external constituents to provide high-level support for donors and future donors, Board Members, and University Leadership.


Primary Responsibilities

• Coordinate administrative functions for the COS and CEO including scheduling efficiency and accuracy; timely information receipt and distribution; appropriate prioritization; and document development and distribution.
• Maintain a complex Outlook calendar; schedule, modify, and confirm appointments; assist in development and distribution of preparatory materials and logístical arrangements; coordinate travel arrangements including mapping, hotel and car reservations; prepare itineraries and reconcile expenses.
• Coordinate President & CEO's workflow and timely attention and follow through on inquiries and issues; prepare and/or secure agendas and briefings, meeting and supporting materials, and minutes as requested; track status of agenda items; proactively research and provide solutions to problems and concerns both externally and internally; and proactively follow up on open items as necessary.
• Provide administrative support to Assistant Vice President for Principal Gifts to manage coordination and engagement with top donors. This includes scheduling and confirming meetings, working with assistants, fielding questions, providing materials, coordinating gifts, entering contacts in the database, drafting correspondence, and researching information.
• Interact effectively with all internal and external contacts; help facilitate information flow between the COS and CEO and other individuals and offices in a professional, positive, and effective manner.
• Organize office information flow; set up and maintain file systems.
• Gather and organize data and prepare reports requiring understanding and evaluation of data sources; and prepare high quality professional presentation materials for the COS and CEO.
• Edit and/or independently compose correspondence and other documents for the COS and CEO's review; coordinate the preparation, proofreading, and distribution of documents, including and not limited to, letters, memos, charts, reports, office forms, invoices, and purchase orders, and minutes of meetings. Be vigil that events, correspondence, presentation materials, and all communications, are professional, consistent and on message.
• Maintain confidentiality of information and exercise sound independent judgment regarding information distribution.
• Partner with the COS to serve as a liaison to the University President's Office on behalf of the Foundation, including coordination of schedules, routing and tracking leadership requests and briefings, and various other requests for service, responding to queries from the University President and office in a timely manner.
• Hire and supervise student employee(s) and coordinate their workflow, as needed.
• Other duties as assigned.

Experience and Skills:


Key Competencies:

• Champion for inclusion and diversity both internally and externally.
• Strong interpersonal skills, tact, and diplomacy.
• Integrity in dealing with sensitive and confidential information.
• Meticulous attention to detail and strong proofreading capabilities.
• Ability to handle multiple tasks, to assess and order priorities, and to track details.
• Energized by working in a fastpaced environment.
• Outstanding customer service and professionalism, and a positive attitude in working with donors, Foundation staff, University staff, and visitors.
• Thinking critically and strategically with independent judgment in regard to work responsibilities, prioritization of workload, and taking a proactive approach to anticipating and resolving the needs of the team.
• Wellorganized, selfstarter who can manage time effectively and who has excellent written and oral communication skills.
• Flexible team player who can work collaboratively as part of a team to meet organizational goals.
• Ability to work to the position's demands which may exceed a 40hour work week and require limited travel.
• Role requires working in the Foundation Office in Storrs most days.

Education & Experience

• Associate's degree or 4 yea