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Sr. Executive Assistant

Sr. Executive Assistant

Tap Growth aiNorfolk, Virginia, US
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We're Hiring : Sr. Executive Assistant!

We are seeking a highly organized and experienced Sr. Executive Assistant.  This role serves as a critical administrative partner, ensuring the smooth operation of both front desk and executive office functions within a student-centered division. The Executive Assistant will provide high-level support to Associate and Assistant Vice Presidents, manage complex scheduling and travel logistics, and serve as a liaison across departments. Additionally, this position plays a pivotal role in student services operations, crisis triage, program coordination, and supervision of hourly staff—contributing to the university’s commitment to student success and operational excellence.

Location : Norfolk, United States

Role : Sr. Executive Assistant

What You'll Do :

Associate & Assistant Vice President Administrative Support

  • Manage Associate and Assistant Vice Presidents’ (AVP’s) schedule by scheduling meetings with on- and off-campus constituents, booking campus rooms, audio / video requirements and catering requests.
  • Uses judgment to determine which appointments should be expedited or rescheduled, preserving the best use of the AVP’s time.
  • Make travel arrangements which may include meeting and conference registration, airline reservations, hotel / rental car reservations and provide itinerary details and directions.
  • Plan and staff AVP’s hosted events, programs and meetings (some evenings and weekends included).
  • Coordinate employee search committee logistics including meeting scheduling, documentation reconciliation, and interview travel logistics for candidates and committee members.
  • Develops and maintains a filing system that accurately tracks all activity.
  • Serve as an internal liaison and administrative expert for the AVP’s.
  • Makes decisions independently that impact the efficiency of the department’s processes and programs.
  • Ensure that administrative activities are coordinated among parties and result in management having the information and resources needed to make decisions.
  • Monitor budget for AVP areas and divisional expenses. Independently track expenditures and advise AVP as the appropriateness of expense and availability of funds. Review budget information to identify and correct inaccurate budget transactions, review and track catering requests and other purchases.
  • Serve as back-up to other administrative support positions during staff absences.

Divisional and Office Administrative Support

  • Serve as point person for SEES Webb Center office operations with other administrative support roles including serving as back-up during staff absences.
  • Manage front desk operations including customer service needs, supervision and management of front desk student staff, and cross-train as necessary.
  • Provide an orientation to new employees in the SEES Webb Center Office providing a well-organized onboarding packet of critical departmental, divisional, and university information. Ensure that each staff member is fully informed of Division and University Service Standards and identify opportunities to keep this information current.
  • Serve as an effective resource to SEES staff communicating University and departmental polices and procedural information related to HR deadlines involving University employment processes, including the evaluation process for all levels of professional staff.
  • Coordinate the Graduate Assistant recruitment for SEES Webb Center staff including coordinating onboarding hiring packages and requirements.
  • Lead and coordinate office events including recognition events, end of semester celebrations, and others.
  • Coordinate record management tasks including destruction of files, travel folders, timekeeping records, recruitment files, and other required documentation.
  • Management of office supply and equipment inventory and ordering.
  • Lead budget management for AVP budgets and other SEES administrative needs.

    • Public Liaison

  • Respond to phone, e-mail and in-person inquiries, providing general information and referring to appropriate resources based on broad knowledge of University priorities, procedures, policies, protocols and personnel.
  • Triage parent and student crisis situations and phone calls. Handle sensitive issues by listening and gather information about concerns expressed by students, parents, staff, faculty, university officials and external customers. Gather additional information to determine possible solutions or refer the issue to the appropriate person, verifying that the issue has been addressed satisfactorily and informing the Associate and / or Assistant Vice President’s (AVP’s) when appropriate.

    • Supervision

  • Advertise, hire and supervise student hourly employees. Assign tasks; coordinate appropriate employment paperwork for submittal and track and report hours work as necessary.
  • Assist in scheduling of employee’s work schedules and ensuring coverage of front desk operations in coordination with Office Manager.
  • Assist in student employee project management by providing instruction, directives, and support for completion of projects.

    • What We're Looking For :

    Education

  • Associate’s Degree in Business Administration or related field or an equivalent combination of training and experience.

    • Skills Requirements

    Minimum knowledge, skills and abilities

  • Considerable knowledge of office practices and procedures.
  • Working knowledge of effective supervisory techniques.
  • Working knowledge of computer applications such as Microsoft Office Suite.
  • Working knowledge of client server systems (e.g. Banner, PeopleSoft or a similar program).
  • Working knowledge of effective customer service and problem-resolution techniques.
  • Strong oral and written communication skills.
  • Strong critical thinking and decision making skills.
  • Demonstrated ability to prioritize work and manage multiple projects simultaneously while producing quality work.
  • Demonstrated ability to communicate effectively with professional and student staff, University officials, external agencies and variety of individuals who may seek this office for assistance.
  • Demonstrated ability to draft and prepare correspondence, reports, special projects, spreadsheets, agendas and minutes.
  • Demonstrated ability to assist in planning, implementing and coordinating special events.
  • Demonstrated ability to work independently.
  • Demonstrated ability to follow established guidelines and timelines.
  • Demonstrated ability to independently initiate and carry out projects.
  • Demonstrated ability to promote efficient workflow.
  • Demonstrated ability to interpret policies and procedures.
  • Demonstrated ability to coordinate meetings, schedules and travel arrangements.
  • Demonstrated ability to maintain confidentiality.

    • Experience Requirements

  • Extensive experience using Microsoft Office software and database applications.
  • Some experience as an administrative assistant supporting a mid-to-high level administrator.
  • Some supervisory experience.

    • Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)

  • Some experience working in a college or university setting.
  • Some experience in coordinating events. Some experience with Banner Student Information System.

    • Ready to make an impact? 🚀 Apply now and let's grow together!

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    Sr Executive Assistant • Norfolk, Virginia, US