The USU Office of the President is seeking a highly organized and proactive Executive Assistant (Administrative Assistant SR) to support the University President with all aspects of day-to-day scheduling. The Executive Assistant to the President plays a pivotal role in enhancing the efficiency and effectiveness of the President’s office operations. By managing scheduling, communication, and administrative tasks with precision, professionalism, and the utmost discretion, the Executive Assistant enables the President to focus on strategic leadership and decision-making for the University.

The main domain of responsibility includes scheduling appointments, inbox management, coordinating Presidential speaking engagements, supporting the President in her daily meeting attendance, and overseeing a variety of other essential tasks for the President. This role offers the opportunity to work closely with the University Executive Leadership team in a dynamic and fast-paced environment.

If you are a seasoned professional with a detail-oriented and proactive mindset and the ability to work independently and with discretion while supporting a busy executive, we encourage you to apply for this exciting opportunity. Join our team and contribute to the success of Utah State University while gaining valuable experience working closely with top leadership.

• Appointment Scheduling
  • Coordinate and manage the President's calendar by scheduling appointments, meetings, and events.
  • Prioritize, organize and manage the President's schedule to ensure optimal time management.
• Inbox Management
  • Monitor and manage email inboxes by screening, prioritizing, and drafting email correspondence, if/as appropriate.
  • Ensure timely follow-up on critical messages and correspondence.
• Speaking Engagements Coordination
  • Liaise with internal and external stakeholders to schedule and coordinate the President's speaking engagements, conferences, and public appearances.
  • Prepare necessary briefing documents, materials, and logistical arrangements for speaking engagements.
• Administrative Support
  • Provide comprehensive administrative support to the President in various tasks, such as drafting correspondence, reports, and presentations.
  • Maintain and update official documents, records, and files related to the President's activities.
  • Work closely with the President’s Chief of Staff and Office of the President team to support the President.
• Communication
  • Serve as a point of contact for communication between the President and other University departments, stakeholders, and external partners.
  • Ensure clear and effective communication on behalf of the President and in conjunction with the Chief of Staff.
• Project Coordination
  • Assist in coordinating special projects, initiatives, and events as directed by the President.
  • Collaborate with other University staff and departments to facilitate the successful execution of projects.
• Task Prioritization
  • Identify priorities, deadlines, and time-sensitive tasks for the President's attention and action.
  • Implement strategies to streamline workflow and optimize task management processes.
• Confidentiality and Discretion
  • Handle sensitive and confidential information with the utmost discretion and confidentiality.
  • Uphold ethical standards and maintain a high level of professionalism in all interactions.
• Problem Solving
  • Address challenges, conflicts, and issues that arise in the course of administrative duties.
  • Proactively identify solutions and resourceful approaches to overcome obstacles.
• Team Collaboration
  • Work collaboratively with other administrative staff and University personnel to support the overall functioning of the Office of the President.
  • Foster a positive and productive work environment through teamwork and cooperation.
• Performs other miscellaneous duties as assigned

Minimum Qualifications:

• Eight years of experience; or vocational/technical training/associate degree in an office or business field plus six years of related experience; or a bachelor’s degree in a related field plus four years of experience is required
• Proven experience in executive support roles or administrative positions
• Excellent organizational skills and attention to detail
• Strong communication and interpersonal abilities
• Proficiency in office software and communication tools
• Demonstrated ability to maintain confidentiality and handle sensitive information appropriately

Knowledge, Skills, and Abilities: 

• Skilled with computer programs, including spreadsheets, relational databases, statistical packages, presentation software, and graphic packages.
• Excellent critical thinking skills.
• Skilled in creative problem solving.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.
• Knowledge of University policies and procedures.
• Excellent customer service skills.

Along with the online application, please attach:

1. Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV"
2. Name and contact information for 3 professional references to be entered into Candidate Profile
3. Cover letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to ten pounds.

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

*updated 04/2024

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023