Executive Assistant

Position Type:

Purpose of Classification:

Coordinates administrative functions to include managing budgets, business affairs and personnel matters.

Distinguishing Characteristics:

This is a specialized classification and not part of a series. This position is distinguished from the Business Manager series in terms of diversity of administrative functions performed, i.e., there is less emphasis on budget and greater emphasis on general administrative duties. Executive Assistant is distinguished from Administrative Associate in that no clerical tasks are performed and the scope of responsibility affects more than one unit requiring initiative and independent judgment. Decision-making and signature authority are typically fully delegated to this level and rarely requires supervisory review. Incumbents regularly resolve politically sensitive problems which impact the university internally and externally.

Example of Duties:

  • Directs the preparation of administrative and financial reports; analyzes and interprets information; makes and implements decisions; compiles and analyzes data and prepares special and operating budgets.
  • Analyzes administrative and operational functions; reviews policies and procedures systems for efficiency; implements appropriate changes and system improvements.
  • Manages and controls expenditures within unit budgets; determines funding source to charge; analyzes financial feasibility of and approves new programs or plans and funding sources.
  • Interprets and implements university and outside agency rules, regulations, policies and procedures.
  • Reviews and approves operational documents.
  • Responds to management and public requests for information and resolves politically sensitive issues.
  • Represents the university, college or project at meetings.
  • Supervises, monitors or coordinates the activities of subordinates.

Knowledge, Skills, and Abilities:

  • Knowledge of administrative principles and practices.
  • Knowledge of accounting and budgeting procedures and techniques.
  • Knowledge of supervisory practices and principles.
  • Skill in planning, analyzing and coordinating activities and establishing priorities.
  • Skill in the use of personal computer/software.
  • Ability to problem solve and make decisions.
  • Ability to effectively communicate.

Minimum Qualifications:

  • Bachelor's degree in Business or field pertinent to work unit AND two years of directly related administrative experience; OR,
  • Six years of directly related administrative experience; OR,
  • Any equivalent combination of experience, training and/or education approved by Human Resources.
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