Executive Assistant Job at Utah Staffing in Salt Lake City

Executive Assistant

The Executive Assistant reports to the AVP of Facilities and will work in close cooperation with the AVP, Exec Director, and Sr Director of Facilities. The primary role is to support the AVP of Facilities and provide administrative leadership for U Facilities including managing complex calendar and communications, supervising administrative managers, coordinating internal operations; and ensuring timely preparation of meeting materials for the Sr Leadership Team, Board of Trustees, and Legislature. The position serves as a key partner in advancing the goals and processes of the U Facilities department through cross-functional collaboration and communications.

Provide leadership and direction to teams within the university, overseeing their operations and performance. Develop and implement unit-level strategies to support various academic or administrative departments. Manage budgets, resource allocation, and forecasting for assigned areas, ensuring efficient use of university resources. Coordinate with HR to address escalated workforce issues and ensure compliance with university policies and procedures. Drive initiatives to enhance productivity and effectiveness across departments.

Provides direct administrative support to Administration of the University, its colleges and Hospitals and Clinics. Resolves a variety of complex administrative problems for faculty, staff, students and the public. Provides administrative assistance for University executives. Assists with the development and implementation of department policies. Assists in the formulation of department budgets and oversees budget records and reports. Researches, analyzes and prepares administrative and statistical reports and documents. Represents executives at meetings as required. May supervise the activities of support staff including planning and organizing the department workflow, conducting performance evaluations and making salary recommendations. Coordinating special projects and supporting cross-functional initiatives and strategic planning. Supporting preparation of presentations and reports for university executives, trustees and internal/external stakeholders.

Directly supervise team members in day-to-day operations, ensuring adherence to university policies and procedures. Assist in planning and implementing unit-level strategies to support academic and administrative functions. Monitor team performance metrics, provide coaching and feedback, and contribute to workforce management decisions. Collaborate with University HR to address employee concerns and align team activities with the university's mission and objectives.

Requires a bachelor's (or equivalency) + 2 years of directly related work experience or a master's (or equivalency) degree. This is a Supervisor-Level position in the Management track.

Provide leadership and direction to teams within the university, overseeing their operations and performance. Develop and implement unit-level strategies to support various academic or administrative departments. Manage budgets, resource allocation, and forecasting for assigned areas, ensuring efficient use of university resources. Coordinate with HR to address escalated workforce issues and ensure compliance with university policies and procedures. Drive initiatives to enhance productivity and effectiveness across departments.

Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience. This is a Senior Supervisor-Level position in the Management track.

Assist in managing departmental activities within the university, focusing on operational effectiveness. Implement organizational strategies to drive operational excellence. Assist in managing budgets and resource allocation across departments to support the organization's strategic objectives. Monitor performance metrics, identify areas for improvement, and implement solutions to enhance efficiency and effectiveness. Assist departments with workforce operations matters. Partner with University HR to address complex workforce issues and ensure compliance with university policies and regulations.

Requires a bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience. This is a Manager-Level position in the Management track.

Bachelor's degree in Business, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience) required. Two years office management and supervisory experience; demonstrated knowledge of finance and budgeting and public relations skills and demonstrated human relation and effective communication skills are also required. This position has no responsibility for providing care to patients.