Executive Administrative Assistant – University Events

About the role

The Executive Administrative Assistant supports the President & Academic Affairs office by leading the planning, execution, and evaluation of major university events. This full‑time, on‑site position works closely with senior leadership and multiple internal and external stakeholders to ensure events align with the university’s standards and strategic goals.

Key responsibilities

• Develop strategic event plans that meet university objectives, safety standards, and policy compliance.
• Collaborate with the Executive Director to define event scope, objectives, and success metrics.
• Lead planning committees and act as the primary liaison for high‑profile events.
• Coordinate cross‑departmental communication with IT, Security, Facilities, Marketing, and Academic Affairs.
• Oversee event logistics, including scheduling, AV/IT setup, venue readiness, and guest services.
• Manage vendor relationships, negotiate contracts, and ensure procurement compliance.
• Maintain comprehensive event documentation, approvals, and vendor records.
• Prepare post‑event reports, evaluate outcomes, and recommend process improvements.

Required profile

• Exceptional organizational and leadership abilities.
• Strong initiative and ability to manage multiple priorities.
• Proficiency in Microsoft Office Suite, especially SharePoint and Excel.
• Experience in stakeholder engagement, budget oversight, and policy compliance.

Required skills

• Microsoft Office Suite
• SharePoint
• Excel