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Executive Assistant, Colorado Women's College at University of Denver in Denver, Colorado

Posted in Other 30+ days ago.

Job Description:

This is a unique opportunity to join Dean Ann Ayers in redefining what it means to be a women's college at a university. At Colorado Women's College (CWC), we're disrupters at heart. We have broken with tradition to provide opportunities for women to become engaged citizens and leaders in all sectors of society. For the past 130 years, we have focused on delivering what generations of women have needed to unleash their full potential. And here we go again-this time we're not just focusing on women; we're focusing on the wider world in which we live.

Position Summary

As a member of this exciting team, the Executive Assistant reports to the Dean of the Colorado Women's College (CWC). This is a key position within the office as this person often makes the first impression on visitors and is the "face" and "front door" to the College in many ways. A successful candidate will be cool under pressure, friendly, helpful, and trustworthy with a mature understanding of confidentiality. She/He/They will strive to show the world the College in the best possible light, and will understand that reliability, consistency, and loyalty are reflected in the smallest of details and briefest conversations.

She/He/They directly supports the Dean's work, including all scheduling, project management, travel, meeting and event arrangements, donor and alumni relations, communications, and general correspondence.

Essential Functions

Attitude and Approach
  • Brings a life-giving and joyful energy to the work environment as an enthusiastic champion for the advancement of women and gender-balanced models.

External Engagement
  • As the first point of contact for many of CWC's constituents and partners, manages and relays incoming questions, requests, and needs and see them through to conclusion.
  • Serves as a liaison between CWC's Dean and other departments and units across campus and external contacts for the purpose of interpreting instructions and information and following commitments through to completion.
  • Interacts and communicates with a strong degree of judgment and discretion.
  • Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines.
  • Exercises delegated authority to speak on behalf of the Dean regarding a variety of sensitive administrative and programmatic matters.
  • Analyzes and resolves unusual and novel situations based on significant knowledge of the Dean's priorities and delegated authority. Coordinates, facilitates and implements solutions with internal and external organizations and constituents.

Dean Workflow Support
  • Has thorough knowledge of the programs, operational structure, and Dean's scope of responsibilities, priorities, and commitments.
  • Anticipates and resolves conflicts and complications with the Dean's schedule and/or priorities.
  • Coordinates the Dean's schedule for maximum efficiency and productivity each day.
  • Independently integrates information, composes materials, and scripts a variety of written communications for use by the Dean (e.g. emails, web site posts, etc.).
  • Attends select meetings with the Dean to stay abreast of and prioritize issues. Researches and monitors pending issues for follow-up and develops agenda for future meetings. Organizes and reviews documents for CWC Advisory Board, Women's Coalition, Provost, Chancellor, DU Board of Trustees meetings, and may support the Dean's involvement in community boards and volunteer work.
  • Monitors and organizes the Dean's email and other correspondence as needed and as appropriate.
  • Has a high-level understanding of the overall organizational budget for the Dean and coordinates with budgeting and business staff in the Shared Services department, providing receipts, expense reports, etc.
  • Provides support for Women's Leadership Council including all aspects of coordinating monthly meetings and one retreat per year.
  • Acts as liaison between Dean and Community and Values Committee.

Office Oversight
  • Assesses the needs of the organization and recommends or makes minor changes in workflow, procedures, or assignments to accommodate changing priorities.
  • Plans work activities to meet established objectives, including team staff meetings and events. Establishes deadlines and priorities to facilitate completion of these activities.
  • Independently researches information affecting organizational goals and objectives. Provides preliminary analysis, summaries, and recommendations to support decision-making.
  • Manages and orders office supplies and keep the office and storage areas organized.
  • Manages teams Asana project management tool, troubleshoots problems.
  • Receives clients and visitors.

Building Operations Support
  • Submit all building work orders/repairs; order, organize and move/store needed furniture and other physical items for building.
  • Oversee all 25Live management for building, including classes and events.
  • Oversee all internal & external booking needs that CES is not covering.
  • Manage the building security/card access systems (C-CURE & Avignon).
  • Manage storage closet/area maintenance and manage office supply orders for building.
  • Manage all building vendors relationships (internal & external).
  • Regular communication with tenants on building needs/issues.
  • Troubleshoot A/V issues for classes & events.
  • Submit all needed Conversions orders (not covered by CES).
  • Work in collaboration with Director of Operations in overseeing the Hirschfeld Gallery and events related to Gallery space.
  • Manage work-study student(s) to assist with building operation needs.

Board, Donor, and Alumni Relations Support
  • Provides clerical support to the Dean, including scheduling, arranging travel, tracking expenses and reimbursements associated with donor and alumni relations.
  • Assists in managing special projects which may include (but are not limited to) organizing and facilitating small events, trainings, and other meetings (virtual and in-person) and conducting research on donors, prospects, and alumni.
  • Provides clerical support to CWC board chair and board members as needed. Oversees all communication to board members, manages all aspects of board meetings and retreats which include organizing board dinners, all catering needs for meetings and retreats, conversion requests, digital media services, organizing board documents.

Knowledge, Skills, and Abilities
  • Works with energy, enthusiasm, and positivity.
  • Has elevated customer-service orientation and sense of curiosity, along with strong attention to detail and commitment to exceptional quality.
  • Takes directions and feedback with a growth mindset.
  • Possesses strong administrative, analytical, and problem-solving skills.
  • Outstanding written and oral communication skills.
  • Detail-oriented, organized, and able to handle multiple projects and priorities simultaneously.
  • Commitment to inclusive excellence and meeting the needs of diverse populations.
  • Proficiency in software applications, including MS Office Suite and/or Mac.
  • Ability to troubleshoot basic IT and technology issues and coordinate support calls.
  • Ability to work varied hours including occasional evenings and weekends.
  • Able to multi-task and prioritize many competing deadlines and timelines.
  • Self-starter.
  • Can train and supervise lower level clerical contractors or work study students.

Required Qualifications
  • High school diploma or GED.
  • Five years of progressively responsible administrative/office management experience.
    • OR completion of a two-year secretarial science or business administration program and three year of administrative/office management experience.
    • OR Bachelor's degree and one year of administrative/office management experience.

Preferred Qualifications
  • Experience supporting a high level executive.
  • Experience working collaboratively with variety of units and enrollment, student services, registrar/bursar, alumni/fundraising, and marketing departments and/or similar departments in a nonprofit, government, corporate, or other setting.
  • Knowledge of the DU community and systems.
  • Demonstrated experience working with diverse communities.

Work Schedule
Monday to Friday, 8:00am-5:00pm, occasional evenings and weekends as required for events and programs.

Application Deadline
For best consideration, please submit your application materials by 4:00 p.m. (MST) on April 30, 2020.

Special Instructions
Candidates must apply online through to be considered. Only applications submitted online will be accepted.

Salary Range
Salary will be determined by the qualifications of the selected candidate balanced with departmental budget availability, internal salary equity considerations, and available market information.

Please include the following documents with your application:
1. Resume
2. Cover Letter

The University of Denver is committed to enhancing the diversity of its faculty and staff. We are an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment regardless of age, race, color, national origin, religion, sex, sexual orientation, gender identity, disability, military/ veteran status or any other status protected by law.

All offers of employment are based upon satisfactory completion of a criminal history background check.

Advertised: April 08, 2020
Applications close: