Assistant to the Executive

Key Skills

Analytical and Problem solving, Effective communication skills, Microsoft Office suites

Job Description

AI-ALOE is seeking a highly skilled and resourceful Assistant to the Executive. In this role, you will provide professional and executive-level administrative support to one of our esteemed Institute executives. Your responsibilities will include managing correspondence, coordinating meetings and events, maintaining records, fostering positive relationships with external stakeholders, and collaborating with executives and staff across various campus units. As an integral part of the executive’s team, you will be the primary point of contact for callers and visitors, offering exceptional service and support. Additionally, you may supervise lower-level administrative staff or student assistants.

Responsibilities

• Serve as the executive’s primary contact with the campus and external community, representing their interests professionally and effectively.
• Prioritize appointments and manage the executive’s calendar, ensuring efficient scheduling of meetings and visits.
• Coordinate travel arrangements and process travel reimbursements for the executive.
• Assist in managing the executive’s website, mailing lists, and emails.
• Provide basic administrative support to the executive’s research lab.
• Assist in preparing for the executive’s meetings and events.
• Act as an administrative point of contact for Institute members, addressing their questions and issues.
• Schedule and coordinate team meetings, seminars, and conferences.
• Collect and compile meeting agendas, distributing them to Institute members.
• Send out reminders, updates, and deadlines to Institute members.
• Document meeting participation and follow up on action items.
• Maintain and update the Institute’s mailing lists and shared calendar.
• Manage the Institute’s equipment list and coordinate supply purchases.
• Plan and oversee the assignment and use of office space within the Institute.
• Provide project coordination and support for special initiatives of the Institute.
• Assist in HR-related functions, such as timekeeping, paperwork, and processing.
• Collaborate with the Institute leadership to manage and coordinate Institute events.
• Schedule events and secure suitable venues.
• Arrange travel authorization and make travel arrangements for event attendees.
• Coordinate catering needs and arrangements.
• Process purchasing transactions, vendor/supplier invoices, honorarium, and travel reimbursements in collaboration with the grant administrator.

Required Qualifications

• Bachelor’s degree in business administration or relevant disciplines.
• Six to eight years of job-related experience.
• Preferred experience within a university environment.

Skills & Qualifications

– Advanced knowledge of executive-level administration, including scheduling, event planning, itinerary coordination, customer service, communication, and relationship building.

• Familiarity with executive protocol and requirements.
• Proficiency in office and specialized computer applications.
• Strong analytical and problem-solving skills.
• Exceptional written and oral communication skills.
• Highly organized with the ability to work independently and proactively.
• Resourceful problem solver.

Proposed Salary

Salary range 22.12 – $30.09 commensurate with experience.