Executive Assistant



Executive Assistant

Competency Profile

Description of Work:

Positions in this banded class serve as staff/management assistants to highest-level administrators in a university or agency whose responsibilities include and are characterized by operations with multiple and varied programs/components. The role of this position is defined and impacted by the mutual working relationship established with the administrator (“right-hand” to the administrator). These positions serve as the principal administrative and individualized support. Work ranges from office support assignments to performance of administrative duties involving decision-making and judgment. Public contact is a major component of positions, both internal and external to the organization. Work requires contact with program staff, managers of other units within the organization, representatives of other state agencies/universities, clients, service recipients, elected/appointed representatives, and the public. Incumbents may have responsibilities of an operational nature. They may coordinate business functions of the unit that include personnel administration, office coordination, and budget monitoring or management.

Please Note: The role and function of the Executive Assistant is performed primarily the same at the contributing, journey, and the advanced levels. The duties and responsibilities assigned to one level may overlap with those in another level. The responsibilities at the next level build upon those at the preceding level. However, the level to which an Executive Assistant is assigned is contingent upon the scope, complexity, and accountability of the university administrator to whom the position reports.

|Competencies |Definition |

|Interpersonal Skills |Ability to clearly convey, persuade, and negotiate information and ideas to |

| |individuals or groups |

|Knowledge-Program |Understanding and awareness of program services, policies, procedures, laws, |

| |rules, and regulations. Ability to demonstrate and apply this knowledge in |

| |performance of administrative support tasks. Ability to explain and interpret |

| |program information to clients/customers and staff. |

|Problem Solving |Ability to identify and understand issues, problems, and opportunities; determines|

| |course of action; develops appropriate solutions |

|Planning and Organizing |Ability to develop ideas into plans of action and to coordinate the actions |

| |through implementation |

|Communication-Written |Ability to present ideas clearly and effectively in written form; ability to edit,|

| |adjusting language or terminology to meet needs of the audience or as appropriate;|

| |ability to use correct grammar, organization, and structure. |

|Information/Records |Ability to compile, assimilate, organize, and analyze printed and electronic |

|Administration |information. Ability to apply knowledge of data research and manipulative |

| |analysis. |

|Financial/Budget |Plans and monitors the use of expenditures to meet organizational objectives and |

|Administration ( |compliance; prepares budget documents and reports. |

|Competency |Contributing |Journey |Advanced |

|Interpersonal Skills |Manages access to administrator by screening calls and |Serves as a liaison between the Assistant/Associate Vice |Persuades, prioritizes and negotiates, on behalf of the |

| |visitors to determine appropriate course of action. |Chancellor or Vice Provost and reporting units, |Vice Chancellor or Chancellor, to build cooperation and |

| |Serves as a liaison between administrator, reporting |constituencies, and external contacts, for the purpose of |consensus with a variety of internal and external |

| |units and constituencies for the purpose of relaying |interpreting instructions and information and following |contacts and groups. Represents the administrator on a |

| |instructions and information and following commitments |commitments through to completion. Interacts and |variety of subjects; serves on various committees; and |

| |through to completion. Interacts and communicates using |communicates with a strong degree of judgment and |may attend meetings in Vice Chancellor or Chancellor’s |

| |judgment and discretion. Prioritizes organizational |discretion. Prioritizes and negotiates organizational |absence to provide substantive input. |

| |needs regarding meetings, timeframes, and deadlines. |needs regarding meetings, timeframes, and deadlines. | |

| |Exercises delegated authority to speak on behalf of the |Exercises delegated authority to speak on behalf of the | |

| |administrator regarding a variety of administrative and |Assistant/Associate Vice Chancellor or Vice Provost | |

| |programmatic matters. May attend meetings in |regarding a variety of sensitive administrative and | |

| |administrator’s absence to obtain information. |programmatic matters. | |

| | | | |

|Knowledge-Program |Demonstrates knowledge of the programs, operational |Demonstrates thorough knowledge of the programs, |Applies substantive knowledge in order to assist and |

| |structure, and administrator’s scope of |operational structure, and administrator’s scope of |represent the Vice Chancellor or Chancellor thoroughly in|

| |responsibilities. Work requires an awareness of |responsibilities, priorities, and commitments of the |the scope, diversity, and complexity of all program |

| |specific functions and staff assignments within the |Assistant/Associate Vice Chancellor or Vice Provost and |operations and organizational commitments. Demonstrates |

| |organization’s reporting units and constituencies. |subordinate units. Demonstrates considerable knowledge of|and applies the knowledge of the nuances, appropriate |

| |Demonstrates working knowledge of policies, procedures, |a variety of programs, the total scope of the |protocol, culture and environment of the Vice Chancellor |

| |and processes required within the organization. |Assistant/Associate Vice Chancellor or Vice Provost’s |or Chancellor and constituents. |

| |Demonstrates and applies knowledge of rules, |responsibility, and the composite culture of the | |

| |regulations, and laws affecting organization. Applies|organization. | |

| |knowledge of strategic goals, organizational practices, | | |

| |and critical polices, laws, rules, and regulations that | | |

| |impact the mission of the organization and its programs.| | |

| |Work requires a thorough understanding of internal and | | |

| |external constituents and organizations with which the | | |

| |administrator’s commitments must be coordinated. | | |

|Problem Solving |Identifies and resolves |Analyzes and resolves unusual|Anticipates potential problems |

| |problems that would not |and novel situations based on|that could impact the Vice |

| |require administrator’s |significant knowledge of the |Chancellor or Chancellor and the|

| |direct involvement. |Assistant/Associate Vice |scope of internal and external |

| |Problems are addressed in |Chancellor’s or Vice |responsibilities/activities. |

| |accordance with priorities,|Provost’s priorities and |Develops and negotiates |

| |policies, commitments, and |delegated authority. Ability|solutions. Routinely coordinates|

| |program goals of the |to coordinate, facilitate and|and facilitates solutions with |

| |administrator. Exercises |implement solutions with |internal and external |

| |independent judgment and |internal and external |organizations and constituents. |

| |understands the impact of |organizations and | |

| |the decisions on the |constituents. | |

| |administrators’ role and | | |

| |commitments. Researches | | |

| |and develops solutions for | | |

| |unusual and novel | | |

| |situations. | | |

|Planning and |Establishes priorities in |Attends meetings of the |Researches information to plan |

|Organizing |response to work flow of |Assistant/Associate Vice |and coordinate special projects.|

| |the administrator. |Chancellor or Vice Provost to|Considers the Vice Chancellor’s |

| |Coordinates and directs the|stay abreast of and |or Chancellor’s vision, mission,|

| |office support activities |prioritize issues. |and values in making decisions |

| |and facilitates workflow |Researches and monitors |and taking actions that affect |

| |for the administrator and |pending issues for follow-up |the organization. Identifies and|

| |subordinate units. Tracks |and develops agenda for |considers possible alternatives |

| |and monitors pending issues|future meetings. Organizes |related to the coordination of |

| |for follow-up and |and reviews documents for |special projects or to meet |

| |independently develops |university boards, hearings, |organizational objectives. |

| |agenda for future meetings.|and/or commission meetings. |Reports on progress of |

| |Maintains administrator’s |Plans work activities to meet|organization’s key initiatives |

| |calendar, schedules |established objectives. |and bases follow-up on achieving|

| |appointments without prior |Establishes deadlines and |desired outcomes pursuant to the|

| |approval based on knowledge|priorities to facilitate |organizational business plan or |

| |of administrator’s |completion of work |management goals. |

| |responsibilities and issues|assignments. Anticipates and | |

| |of importance. Locates and|resolves conflicts, competing| |

| |assembles information for |with Assistant/Associate Vice| |

| |various reports, briefings,|Chancellor’s or Vice | |

| |and conferences. Makes |Provost’s schedule and/or | |

| |travel arrangements. Plans |priorities. Assesses the | |

| |and organizes conferences, |needs of the organization and| |

| |retreats, and/or events for|recommends or makes minor | |

| |administrator. |changes in workflow, | |

| | |procedures, or assignments to| |

| | |accommodate changing | |

| | |priorities. | |

| | | | |

|Communication-Written |Researches, develops and |Independently integrates |Independently researches,|

| |drafts letters, memos, or |information, composes |develops, and composes |

| |reports to communicate the |materials, and scripts a |presentation materials |

| |administrator’s decisions, |variety of written |and scripts for use by |

| |ideas, and agenda. Edit |communications for use by the|the Vice Chancellor or |

| |documents to incorporate |Assistant/Associate Vice |Chancellor in a variety |

| |information and ideas |Chancellor or Vice Provost |of settings. Anticipates|

| |specific to the |(e.g. publications, web site,|Vice Chancellor’s or |

| |administrator and/or the |etc.). |Chancellor’s needs to |

| |programmatic activities | |develop written |

| |within the overall | |communication. Edits |

| |organizational unit or | |documents developed from |

| |division. | |external sources to |

| | | |incorporate the Vice |

| | | |Chancellor’s or |

| | | |Chancellor’s personal |

| | | |style. |

|Information/Records |Manages and monitors a |Independently researches |On behalf of the Vice |

|Administration |variety of information |information affecting |Chancellor or Chancellor,|

| |impacting the |organizational goals and |independently researches,|

| |administrator’s |objectives. Provides |analyzes, and makes |

| |responsibilities. |preliminary analysis, |decisions regarding a |

| |Researches information to |summaries, and |variety of information |

| |support conclusions and |recommendations to the |from internal and |

| |recommendations. Interprets |Assistant/Associate Vice |external sources. |

| |and summarizes information |Chancellor or Vice Provost to| |

| |based on program knowledge, |support decision-making. | |

| |organizational goals, and | | |

| |priorities. Establishes and | | |

| |maintains paper and | | |

| |electronic files and records| | |

| |for the administrator. | | |

|Financial Administration|Monitors and reconciles the |Manages or oversees the |In conjunction with the |

|(Budget) |administrator’s operational |overall budget for the |Vice Chancellor or |

| |budget or a component of the|Assistant/Associate Vice |Chancellor, advises and |

| |overall budget or program |Chancellor or Vice Provost by|reports on fiscal matters|

| |budget which includes |coordinating budgetary |such as budget planning, |

| |tracking expenditures and |affairs with unit or |budget analysis, and |

| |making recommendations |departmental or unit heads. |funding sources as they |

| |regarding the use and |Performs this responsibility |impact the entire |

| |distribution of funds. May |from a long-range planning |organizational unit over |

| |require independent |perspective and based on |which the Vice Chancellor|

| |decision-making to revise |knowledge of broad |or Chancellor has |

| |budget line items. |organizational objectives and|responsibility. Oversees|

| | |strategic goals. |and/or serves as a |

| | | |resource for subordinate |

| | | |units. May supervise |

| | | |accounting personnel. |

MINIMUM TRAINING AND EXPERIENCE:

Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of training and experience.

Degrees must be received from appropriately accredited institutions.

Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.

Rev. 7/09

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