Executive Affairs Assistant

Position Summary

The Executive Affairs Assistant supports the Director of Executive Affairs and serves as a key member of the Executive Affairs team. The Assistant provides administrative support across a range of functions, including executive operations, scheduling, documentation, ceremonial preparation, and day-to-day coordination. The position also provides direct administrative assistance to the Senior Advisor and University Ambassador. The Assistant helps ensure operational readiness, professionalism, and continuity across Executive Affairs functions. The role requires strong judgment, discretion, professionalism, and the ability to engage effectively with senior leaders and external stakeholders.

Position Specific Responsibilities/Accountabilities

Executive Affairs Administrative Support
1. Provide administrative support to the Director of Executive Affairs, the Executive Affairs team, and the Senior Advisor and University Ambassador.

1. Coordinate complex day-to-day executive operations by tracking priorities, managing competing deadlines, and ensuring timely follow-up.

2. Maintain internal planning documents, archives, and shared systems to support continuity, preparedness, and timely communication.

Support to the University Ambassador
4. Provide administrative and scheduling support to the Senior Advisor and University Ambassador.

1. Coordinate with internal departments and external contacts to arrange appearances, speaking engagements, and outreach activities.

2. Ensure all logistics are aligned with presidential schedules and university protocols.

3. Draft and organize materials, background briefings, and communications to support the Senior Advisor’s institutional initiatives and engagements.

4. Maintain a high level of professionalism, discretion, and responsiveness in support of all activities associated with the role, which often includes extensive collaborations with high- visibility and high-impact individuals and organizations.

Executive Spaces, Special-Guest Accommodations, and Operations
9. Provide logistical and administrative support for the upkeep of key executive spaces, including the President’s Dining Room, presidential apartment, presidential residence (Crimson House), and related storage areas.

1. Coordinate with campus partners and vendors, as directed, to ensure spaces are clean, well-stocked, and prepared for meetings, guests, or events.

2. Monitor inventory levels, follow established procedures related to hospitality standards and usage protocols, and submit maintenance requests, as needed.

3. Coordinate with IT partners regarding specialized presidential technology and equipment to report issues, request troubleshooting, and help ensure reliability and readiness.

4. Support and coordinate special-guest accommodations spaces on and off-campus (VIP Visitors and short-stays).

Event and Retreat Coordination

1. Assist with the coordination of senior and executive leadership retreats by preparing materials, tracking logistics, and confirming details with campus partners.

2. Collaborate with the President’s Office or other internal partners to ensure retreat spaces are prepared, documents are finalized, and schedules are clearly communicated.

3. Monitor event timelines to ensure smooth transitions between meetings and engagements to maintain the overall flow of the schedule.

Presidential Transitions and Emeritus Engagement

1. Provide logistical and administrative support for presidential emeritus engagement, including assistance with travel arrangements, hosting coordination, and event preparation.

2. Assist with presidential transition activities by preparing documentation, tracking scheduling details, and coordinating onboarding, offboarding, and inauguration-related logistics with campus partners.

Procurement and Expense Processing

1. Prepare, track, and reconcile expense reports and P-card statements for Executive Affairs events, travel, and procurement.

2. Maintain budget tracking spreadsheets and ensure all receipts, invoices, and supporting documentation are organized and accurately submitted.

3. Assist with vendor coordination and procurement for services, equipment, and supplies.

Professionalism and Collaboration

1. Represent Executive Affairs with professionalism, sound judgment, and a service-oriented approach in all interactions.

2. Build and maintain effective w…