Executive Assistant to the Chief of Staff

This position provides executive-level administrative support to the Chief of Staff at Metropolitan State University of Denver. The role requires professionalism, discretion, and insightful judgment, along with the ability to multi-task, prioritize, and streamline administrative systems. Key responsibilities include managing calendars, scheduling, email prioritization, and project management. The assistant serves as the primary point of contact for internal and external stakeholders, handling confidential matters and facilitating communication. They develop meeting materials, reports, and presentations, and assist with special projects and executive searches.

The role also involves supporting senior leadership meetings, creating agendas, minutes, and proposals, and following up on action items. Additionally, the assistant manages the day-to-day administrative affairs for the Chief of Staff, including scheduling appointments, handling correspondence, and making travel arrangements. They provide back-up support for the President's Executive Assistant and work closely with the Chief of Staff on various initiatives. The position demands a high level of discretion, independent judgment, and the ability to work in a diverse environment. Strong organizational, communication, and project management skills are essential for success in this role.

Duties and Responsibilities:

• Provide executive-level administrative support through calendaring, scheduling, email prioritization, logistics, briefing materials, and project management. This ensures the Chief of Staff's time is managed efficiently and all tasks are organized effectively.

• Serve as the primary point of contact both internally and externally on all matters pertaining to the Chief of Staff. This involves handling inquiries, facilitating communication, and maintaining strong relationships with stakeholders.

• Develop meeting materials, reports, and presentations; organize confidential and sensitive files; facilitate inquiries and resolve routine matters. This position will ensure that all documentation is prepared accurately and confidential information is handled with discretion.

• Manage assigned projects through all phases from initiation to completion and evaluation. This includes tracking progress, coordinating resources, and ensuring timely delivery of project outcomes.

• Assist with calendaring/scheduling in support of the President as directed by the Chief of Staff. This involves coordinating appointments, meetings, and events to ensure the President's schedule runs smoothly.

• Provide back-up support for the President's Executive Assistant. This ensures continuity of operations and support during times when the President's Executive Assistant is unavailable.

• Interact with senior management and staff, administrative officers, community leaders, and local and state officials. This involves representing the Office of the President professionally and fostering positive relationships with key stakeholders.

• Work independently, handle matters confidentially, analyze and solve problems in the Office of the President, and make decisions appropriate to the position. This requires a high level of autonomy and the ability to make sound judgments in complex situations.

• Serve as assistant to Senior Leadership and President's Cabinet meetings, task forces, and other meetings as necessary. Create agendas, minutes, presentations, and proposals as needed. This ensures meetings are well-organized and follow-up actions are tracked and completed.

• Support the Chief of Staff in creating, managing, and tracking multiple projects on their behalf with regular status updates and reporting. This involves coordinating efforts across various initiatives and providing timely updates to ensure project success.

• Assist with all executive searches in the Office of the President. This includes coordinating search processes, managing candidate communications, and ensuring a smooth and efficient recruitment experience.

• Actively demonstrate a commitment to the university's CADRE Values. This involves promoting a culture of Community, Access, Diversity, Respect, and Excellence in all interactions and activities.

Additional Duties and Responsibilities:

• Implement and manage systems and processes for workflow and file management.

• Assist with Board of Trustees meetings

• Collaborate with other executive assistants on matters related to the Office of the President.

Required Qualifications:

• Three years' experience in an executive administrative support role

• Previous experience assisting a C-suite (Level) or equivalent position

• Experience creating, managing, and tracking multiple projects

• Ability to write business correspondence, minutes/reports and procedures

• Strong organizational and communication skills.

• Highly proficient computer skills including knowledge of Microsoft Office (Outlook, Word, Excel and Teams).

• Commitment to the University's CADRE values

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meetALLrequired qualifications.

Preferred Qualifications:

• Bachelor's Degree

• Experience working in higher education

• A minimum of five years of combined executive-level administrative support experience.

• Experience working independently with minimal instructions to complete projects.

• Experience working collaboratively with campus and community constituents to create or implement a project, program or task.

• Project management experience

Our commitment to CADRE:

At MSU Denver, we are committed to our CADRE values: Community, Access, Diversity, Respect, and Excellence. We strive to create a supportive and inclusive environment where all community members are valued and belong. Our dedication to breaking down barriers to education, fostering open dialogue, and promoting world-class scholarship ensures that we provide exceptional services and innovative learning opportunities for our students, faculty, and staff.

Skills:

• Strong organizational and project management skills.

• Highly detailed-oriented and maintain confidentiality.

• Experience effectively exercising independent judgment.

• Strong ability to work independently and as a collaborative team member.

• Ability to manage multiple priorities, accurately determine appropriate prioritization and anticipate the needs of the Chief of Staff and Office of the President.

• Strong proficiency in Microsoft Office products and a proclivity to leverage technology to enhance operational effectiveness.

• Ability to lead, work autonomously and collaborate effectively as a part of a professional team.

• Must have the ability to use a high level of discretion, and judgment while being strategic.