Job Details

Senior Executive Assistant
Go to our website »

Position Number: 6023534
Location: Boulder, CO
Position Type: Executive Assistants

Senior Executive Assistant

Requisition Number: 62274
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 09-Mar-2025
Date Posted:

Job Summary

The Office of Information Technology at CU Boulder encourages applications for a Senior Executive Assistant! This role supports both the Vice Chancellor for IT and Associate Vice Chancellor for IT/Deputy and is responsible for a broad range of professional-level, administrative duties in support of the executive leadership of OIT. This professional exempt position provides strategic and tactical administrative support, coordinates shared governance functions between the Office of the VC for IT and the University, and, at times, provides professional administrative support for OIT's Cabinet. The position manages the day-to-day scheduling and calendaring demands and in doing so may support various members of Cabinet or University of Executive Leadership Team (UELT) members. The Senior Executive Assistant acts independently and exercises initiative to achieve OIT's organizational goals and objectives, communicates effectively, orally and in writing, maintains confidentiality, and establishes and maintains positive working relationships within OIT and across the campus, especially with the various offices that the VC for IT and AVC for IT/Deputy interact with regularly, primarily with other executive assistants, but also as appropriate with those the other executive assistants serve. The role is able to manage long-term assignments, has effective analytical and problem-solving skills, works well in a fast-moving environment, and has the ability to approach sophisticated, multiple, concurrent tasks. This position works with a variety of confidential material and sensitive documents. Overall, this position has responsibility for enhancing the capability and effectiveness of OIT and needs to have a keen interest in the various efforts, services, and projects of OIT, and in the general working relationships that the VC for IT and AVC for IT/Deputy maintain in representing the work of OIT. 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

Vision:

Office Information Technology will be valued by campus as a strategic, inclusive and innovative partner in advancing learning and discovery in order to enable CU Boulder to be a premier public university.

Mission:

Office Information Technology enables campus priorities by providing high-value IT services and solutions.

Values:

Trust, as a foundation for how we engage with one another and with campus partners, along with
Avid curiosity in how to better support the campus and our stakeholder's while
Fostering empowerment and authentic engagement among ourselves and
Celebrating inclusivity that promotes a sense of belonging while acknowledging that each person is unique and valued.

Strategy:

Office Information Technology will advance learning and discovery by delivering high-value reliable IT services and solutions that:

Provide a fluid and adaptable academic and student experience
Enable research competitiveness and
Deliver core infrastructure and enterprise IT services for business effectiveness.

What Your Key Responsibilities Will Be

Senior Executive Assistant to the VC for IT and Associate VC and AVC for IT/Deputy.

Duties Include:

Proactively managing and coordinating both calendars every day, allowing for appropriate pre-meeting work and post-meeting follow-up.
Providing an average response time to acknowledge requests for scheduling changes within 15 minutes or less during working hours, with some minimal after-hours occasional work.
Attending bi-monthly meetings to review calendars and enhance in-person meetings with other campus leadership.
Developing a detailed understanding and knowledge of what both positions do, including priorities, initiatives, projects, and relationships, often working with confidential and sensitive material; therefore, needing to apply discretion. Detailed understanding will enable this position to:

Research meeting topics, partner with other members of Cabinet to gather pertinent information, create briefings and materials, including talking points to ensure the VC for IT and AVC for IT are prepared to significantly engage with partners.
Drafts executive level communications on behalf of the VC for IT and AVC for IT and others, in partnership with the AVC for Organizational Effectiveness, and distributes approved communications as appropriate.
Supports with the preparation of remarks and talking points for engagements with outward-facing audiences.
Managing travel arrangements for both. Depending on the travel, may also coordinate for other OIT Cabinet members.
Serving as the principal administrative contact and liaison between OIT leadership and other academic and administrative offices of CU.
Managing meeting logistics - scheduling rooms and resources(including A/V), preparing materials, and other related tasks.
Serves as backup to OIT's Executive Assistant when needed and able.

IT Governance Committee Documentalist:

Duties include:

Coordinating the collection, organization, and development of IT governance documents, ensuring that they are readily accessible to the seven IT governance committees.
Providing executive assistance as necessary for the seven IT governance committees and/or subcommittees as advised by the VC for IT or Associate VC for IT/Deputy. Assistance includes preparing agendas, updates to public-facing websites, SharePoint sites, and/or Teams channels, scheduling hybrid or in-person meetings, creating and posting meeting minutes for transparency, coordinating members, and providing an orientation to new members as needed. These meetings may require travel to other campuses and/or to the CU System Office in Denver. Similar to OIT Cabinet meetings, these IT governance meetings at times require confidentiality and a degree of discretion along with an understanding of university dynamics.

OIT Cabinet and Operational Steering Team (OST) Coordinator.

Duties Include:

Playing a key coordinating role in supporting both the OIT Cabinet team as well as the OST team by preparing the weekly or bi-weekly agendas for the two respective leadership teams, in coordination with the Associate VC for IT/Deputy and other leadership as necessary.
Recording succinct, accurate meeting minutes, recommending and maintaining action items and supervising progress and metrics for accountability.
Keeping a Teams site up-to-date and on a yearly cadence, purging and/or archiving relevant materials for future use and easier retrieval for OIT Cabinet.

What You Should Know

This position is in a hybrid work environment, working a mix of days on campus and remotely each week.

What We Can Offer

Salary: $64,260 - $72,417.

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 adaptable. Be fun. Be Boulder.

What We Require

BA/BS Degree from an accredited institution. A combination of education and/or proven experience may substitute for the degree.
3 years of experience as an executive assistant or providing high-level administrative support.

What You Will Need

Proficiency with MS Office (especially Word, Excel, Powerpoint, and Outlook, Teams)
Excellent interpersonal, verbal and written communication skills.
Excellent organizational and time management skills.
Strong attention to detail and accuracy.
Demonstrated good judgment, subtlety, tact, and professionalism.
Ability to handle highly-sensitive and confidential information with appropriate discretion.
Ability to multitask and prioritize sophisticated tasks, adapting to shifting priorities in a fast-paced environment.
Ability to exercise independence and autonomy in performing duties while maintaining an ongoing communication and dialog.
Performs well under pressure.
Ability to take initiative to cultivate information about important institutional and OIT relationships and use information to assist in implementing the strategic objectives of OIT.
Demonstrated effective problem-solving skills and ability to anticipate executive needs for information and administrative support.
Ability to build trust with and establish relationships with internal and external partners.
Positive, hard-working, and passionate about accomplishing goals.

Special Instructions

To apply, please submit the following materials:

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

We may request references at a later time.
Please apply by March 9, 2025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply 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/Senior-Executive-Assistant/62274