Executive Assistant – Chief Academic Officer

This is a fully remote position, open to applicants in United States.

📋 Description

• Supervise daily operations for the Office of the Chief Academic Officer to enhance communication and organizational efficiency.

• Handle both internal and external communications while coordinating logistics for meetings and appointments.

• Prepare and provide briefings to the Chief Academic Officer regarding the daily agenda.

• Compile documentation for meetings and ensure that the Chief Academic Officer stays on track with the schedule.

• Organize requests from the Executive Office by prioritizing them by date and importance.

• Monitor approvals and responses, and relay any outstanding issues.

• Develop systems for tracking data related to special projects and perform data entry for analytical review.

• Create presentations of data and findings for executive and stakeholder meetings.

• Attend meetings, take minutes, and respond to inquiries about basic operational or procedural concerns.

• Assist with and manage projects from the Office of the President and the Human Resources department.

• Arrange travel plans, itineraries, and manage expense reports.

• Handle sensitive institutional, personnel, and student-related information with the utmost discretion and confidentiality.

• Serve as a liaison to academic departments, faculty, and administrative offices.

• Monitor departmental budgets, invoices, and purchase orders.

• Coordinate onboarding and training activities for new academic staff and faculty.

⛳️ Requirements

• A Bachelor’s degree in business administration, communications, or a related field is strongly preferred.

• A minimum of 3 to 5 years of progressively responsible executive administrative experience, ideally supporting senior leaders in higher education.

• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

• Familiarity with virtual meeting and project management platforms such as Zoom, Teams, or Smartsheet.

• Capability to manage complex digital filing systems, draft executive summaries, and produce accurate reports.

• Outstanding written and verbal communication skills to engage professionally with faculty, students, executive offices, academic departments, and external partners.

• Strong calendar management, multitasking, and prioritization skills to navigate shifting deadlines and the fast-paced demands of an executive office.

• A high level of professionalism and sound judgment when dealing with highly confidential and sensitive academic or personal information.

• Excellent customer service abilities.

• Candidates must be available to work from 8:00 am to 5:00 pm PST.

• Remote work must be conducted from a predesignated location within the contiguous United States.

🏝️ Benefits

• Health insurance.

• 401k options.

• Paid vacation based on years of service (15 days' accrual at the start).

• Paid holidays.

• Paid sick leave.

• Commuter benefit program.

• Opportunity for full-time employees to take one undergraduate course tuition-free each semester.