Executive Administrative Assistant

About the role

The Executive Administrative Assistant will lead the strategic planning, management, and execution of major university events. Working closely with the Executive Leadership team for Academic Affairs, this role ensures events align with the institution’s standards, branding, and objectives while coordinating with a wide range of internal and external stakeholders.

Key responsibilities

• Develop strategic event plans that align with university goals, ensuring compliance with policies and safety standards.
• Collaborate with the Executive Director to define event objectives, scope, and success metrics.
• Establish event workflows, timelines, and SOPs, and lead planning committees.
• Serve as the primary liaison for high‑profile university events, coordinating with IT, Security, Facilities, Marketing, and Academic Affairs.
• Oversee operational execution, including logistics, scheduling, AV/IT setup, venue readiness, and guest services.
• Manage external vendor relationships, negotiate contracts, and ensure procurement compliance.
• Conduct site visits, inspections, and preparation walkthroughs to guarantee operational readiness.
• Maintain comprehensive event documentation, approvals, vendor agreements, and logistics plans.
• Prepare post‑event reports, evaluate outcomes, and recommend process improvements.
• Assist with budget planning, monitor expenses, and ensure alignment with approved budgets.

Required profile

• Exceptional organizational ability and strong leadership skills.
• Proactive initiative with the capacity to manage multiple high‑stakes projects simultaneously.
• Excellent stakeholder engagement and communication skills across diverse university departments.
• Ability to work under tight deadlines while maintaining attention to detail.
• Familiarity with university policies, safety standards, and procurement procedures.

Required skills

• Microsoft Office Suite
• SharePoint
• Excel