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Executive Assistant
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Position Number: 5908759
Location: Boulder, CO
Position Type: Executive Assistants

Executive Assistant

Requisition Number: 61145
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 12-Jan-2025
Date Posted:

Job Summary

The Research & Innovation Office (RIO) is seeking applicants for the role of RIO Executive Assistant. This position provides essential administrative support to the Associate Vice Chancellor for Innovation and Partnerships and the Associate Vice Chancellor for Research Development and Strategic Initiatives.

Key responsibilities include:

Managing travel arrangements, schedules, meetings, and logistics to ensure smooth operations.
Coordinating calendars and schedules with a high level of reliability, communication skills, confidentiality, discretion, and judgment.
Assisting with room scheduling and other administrative tasks.
Collaborating closely with other Executive and Administrative Assistants across campus to coordinate routine and urgent meetings.

This role requires a strong understanding of university policies and procedures and the ability to work effectively with RIO units, campus partners, and external collaborators.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

RIO is the central point for support and advocacy for CU Boulder's world-class scholarship, creative work, and growing research enterprise. RIO is focused on creating global impact by cultivating and supporting collaboration, transformation and leadership. At the heart of this focus are the diverse contributions of a wide range of world-class experts, working together to accelerate ideas throughout the entire innovation lifecycle. RIO endeavors to embody CU Boulder's dedication to exemplifying excellence through diversity by creating a welcoming and inclusive environment, enhancing the success and inclusion of all students, staff and faculty, and deepening our ability to share and engage with diverse perspectives.

What Your Key Responsibilities Will Be

Meeting, Calendar Management, and Communication Support for AVCs

Coordinates and maintains both AVCs' calendars, being able to prioritize competing requests. This includes managing meeting invitations, Zoom or Teams reservations, room reservations, logistics, and catering, ensuring that all materials needed for appointments/meetings are ready and available in a timely fashion.
Proactively keeps track of and advises AVCs of meeting attendees, commitments and changes to schedule.
Ensures meetings and events involving the AVCs are implemented at the highest level. Anticipates needs and prepares materials well in advance. Coordinates certain agendas for meetings, with assistance from the others on the team.
Meets with the AVCs directly on initiatives, provides feedback and works with other RIO staff members to implement.
Takes initiative to identify effective solutions and fully completes resolutions to the highest standards to ensure the AVCs are well-informed and prepared for meetings.
Manages a system of follow-up with individuals and groups to ensure appropriate resolution of issues.

Administrative Support and Planning

Coordinates and organizes retreats, large and small-scale internal and external meetings, recurring meetings, conferences, advisory committees and other program meetings and events.
Financial oversight and monthly reconciliation of the AVCs expenses (Pcard and travel).
Coordinates travel arrangements in consultation with VCAA Business Services and finance/budget contacts and prepares reimbursements.
Prepares follow-up correspondences for internal and external meetings.
Maintains a list of regularly scheduled activities and timelines and proactively works to make the AVCs successful in meeting the needs of those activities.
Maintains rosters for various unit teams and groups; reviews membership and criteria with direction from AVCs and other RIO staff.
Completes oce policies and procedures.
Encourages a welcoming environment with a focus on service at the RIO office.

Other Assignments/Projects:

Assists AVCs' staff with special initiatives and projects, conferences and events, compiling data to meet campus or CU System requests, organizational restructures, consultants, and related projects.
Supports projects or initiatives that may arise to meet new and emerging unit needs.

What You Should Know

This position offers a hybrid work modality with at least two days per week on campus. May be required to be on campus occasionally in the evenings for certain events. Some weekend and after-hours work may be required to ensure to support the AVCs in routine and urgent needs that may arise.

What We Can Offer

The annual hiring range for this position is $65,000-$85,000.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be ambitious. Be groundbreaking. Be Boulder.

What We Require

Bachelor's degree and 3+ years of experience providing administrative support or operational management.
An equivalent combination of education and experience may substitute.

What You Will Need

Effective problem-solving skills, initiative and ability to anticipate executive needs for information and administrative support.
Ability to anticipate, interpret and respond to a variety of constituents and issues with minimum direction and the highest level of discretion and judgment. Ability to handle confidential matters with extreme discretion.
Exceptional attention to detail.
Demonstrated ability to effectively communicate verbally and in writing.
Ability to work independently and take initiative to anticipate and address potential problems.
Ability to handle complex, multiple, and concurrent tasks.
Ability to provide and promote effective communication between the Research & Innovation Office, campus units, and external constituents.
Proficiency in Microsoft Office 365 (Word, Excel, Teams, PowerPoint, Outlook), and DocuSign.
Record of providing the highest level of customer service.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time. Please apply by 1/12/25 for consideration. Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Executive-Assistant/61145