Executive Assistant to the Provost

Overview:

The Executive Assistant to the Provost provides high-level administrative, operational, and confidential support to the Provost and the Office of Academic Affairs. The position manages complex scheduling, communications, document preparation, meeting coordination, records support, and cross-functional follow-up for academic affairs initiatives, accreditation activities, program approvals, academic leadership meetings, and institutional projects. The Executive Assistant serves as a primary point of coordination for internal and external stakeholders and helps ensure that the Provost Office operates with accuracy, responsiveness, professionalism, and alignment with Cincinnati State Technical and Community College priorities.

Essential Duties and Responsibilities:

• Maintain the highest level of confidentiality, discretion, and sound judgment in handling sensitive information, communications, records, personnel matters, academic materials, and other information related to the Provost Office and Academic Affairs.
• Provide direct executive-level administrative support to the Provost, including managing calendars, scheduling appointments, coordinating meetings, preparing materials, tracking follow-up items, and anticipating administrative needs.
• Coordinate complex meeting logistics for the Provost Office, including scheduling with college leaders, deans, associate provosts, faculty, staff, external reviewers, accreditors, state agencies, and community partners.
• Serve as a liaison between the Provost Office and internal and external stakeholders, responding to inquiries, routing requests, gathering information, and ensuring timely and professional communication.
• Prepare, edit, format, combine, organize, and distribute documents, reports, correspondence, agendas, schedules, and supporting materials for Academic Affairs initiatives, accreditation reviews, program approvals, and institutional submissions.
• Support accreditation, regulatory, and program review activities by assisting with collection, organization, labeling, distribution, and submission of evidence, reports, schedules, and related documentation.
• Assist with coordination of external visits, site visits, accreditation meetings, program review meetings, and other academic affairs events, including scheduling participants, confirming availability, reserving locations, and sharing preparatory materials.
• Maintain confidential records, correspondence, files, and office information in accordance with College policies, applicable laws, and records retention expectations.
• Monitor, prioritize, and route communications for the Provost Office, including time-sensitive messages, requests for information, attachments, reports, and materials requiring review or action.
• Track assignments, deadlines, approvals, and follow-up items related to Academic Affairs projects, committees, reports, and administrative processes.
• Support the preparation and flow of materials related to academic programs, curriculum processes, Board or executive-level materials, Ohio Department of Higher Education matters, Higher Learning Commission matters, and other external or internal requirements as assigned.
• Coordinate travel, purchasing, supply, reimbursement, and budget-related administrative processes for the Provost Office, as applicable and in accordance with College procedures.
• Use Microsoft Office, Outlook, Teams, OneDrive, SharePoint, Adobe, Colleague or other College systems, and related tools to complete administrative work accurately and efficiently.
• Provide courteous and professional service to students, employees, visitors, and external partners who contact or visit the Provost Office.
• Maintain awareness of Academic Affairs priorities, college calendars, deadlines, and events to support effective planning and communication.
• Perform other duties related to the position as assigned by the Provost.

Minimum Qualifications:

• Associate degree in office administration, business, communications, education, public administration, or a related field; or an equivalent combination of education, training, and progressively responsible administrative experience.
• Three or more years of administrative support experience, preferably supporting a senior administrator, executive office, academic office, or similarly complex organizational unit.
• Demonstrated experience managing calendars, coordinating mee…