Executive Assistant - Hybrid

Title:             Executive Assistant - Hybrid

Mandatory skills:

administrative support, logistical support,
calendar coordination,
Microsoft, Zoom, Teams, Sharepoint,
managing complex schedules, handling frequent reprioritizations, assembling resources,
encompass email management, technical troubleshooting, event planning, travel planning, budget monitoring,
document preparation, research team meetings, preparing materials, agenda,
international travel arrangements, domestic travel arrangements,
well-organized multilingual inbox, high-volume multilingual inbox, timely daily responses, flagging high-priority messages,
drafting letters, editing letters, memoranda, responding to invitations, meeting requests, drafting sensitive communication,
editing course syllabi, proofreading lecture, course materials, compiling readings, updating information,
online course page, coordinating student office hours, webpage

Description:

Duties and responsibilities are including, but not limited to:

Schedule management: Proactively manage the vice dean’s calendar of meetings and events, collect information and materials, monitor action items to completion, and maintain working knowledge of priorities and happenings across the school. Create agendas for vice dean-initiated meetings and ensure that agendas for other meetings are shared promptly. Partner with Vice Dean to ensure follow-up items are completed promptly.

Portfolio/Data management: Synthesize information from meetings and other communications to draft and upload contact reports to donor database, maintain other portfolio data as needed, and generate reports to support portfolio reviews and management. Ensure that all proposal data is entered accurately and timely.

Building trust and relationships: Establish and maintain key peer relationships at the school and across the University. Will also work with ODAR’s leadership in support of the Vice Dean’s priorities, including scheduling and ensuring that all staff meetings are scheduled, and agendas are prepared and distributed in a timely manner.

Dean’s office coordination – Serves as the primary ODAR point of contact for scheduling dean’s visits ensuring that outreach for meetings is coordinated across ODAR. Works closely with Dean’s office staff to ensure coordination of calendars.

Travel management: Arrange travel for visits, events, and other trips, prepare itineraries and gather other materials, and reconcile corporate card expenses to ensure timely payment.

Project management and support: Coordinate projects as needed in partnership with the Vice Dean and ODAR leadership, track deliverables and take notes and minutes as needed, staff ODAR events as needed, and represent the team at School-wide events.
Responsibility % Effort

Schedule management:

Schedule meetings with internal and external constituents
Prepare agendas, and draft or coordinate briefings and other materials for school leadership meetings, team All Staff events and retreats
Ensure that VD has all supporting materials needed, including reviewing and summarizing contact reports.

Manage action items and follow-ups
Maintain working knowledge of priorities and happenings across the school 30%
Portfolio Management/Advance data maintenance:

Draft and enter contact reports
Draft prospect correspondence and emails as needed
Ensure that proposals are entered and updated regularly in Advance
Other Advance maintenance as needed
Partner with prospect management and the Vice Dean to review portfolios 20%

Dean’s Office Coordination
Develop a close relationship with dean’s office administrative staff
Request dates for dean’s travel and ensure they are shared with ODAR frontline staff to ensure coordinated outreach for visits
Update visits regularly ensuring transparency and timely access to travel plans and confirmed visits 20%

Travel management:
Arrange travel and accommodations
Prepare itinerary and gather materials
Prepare expense reports 15%

Project management and support:
Coordinate projects as needed in partnership with the Vice Dean and ODAR leadership, track deliverables and take notes and minutes as needed
Staff ODAR events and participate in School-wide events 10%
Other duties as assigned 5%

Key competencies:
Attention to detail, communication skills, problem solving, strategic thinking
Basic Qualifications:
5+ years related experience required; a combination of education and experience may be considered
Previous experience with calendar management required
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint required
Experience providing complex administrative support in a high-profile environment
Strong written, verbal, and interpersonal communication skills
Proven task management, organizational, and creative problem-solving skills
Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information

Preferred Qualifications:
Bachelor''s degree or equivalent experience
Aptitude for learning new systems quickly
Familiarity with the basic principles of fundraising.
Ability to anticipate, connect the dots and problem-solve.
Familiarity with SharePoint and Advance

Top Qualifications:

 Proven task management, organizational, and creative problem-solving skills
 Strong previous experience with calendar management required
 Preference to candidates with previous client experience
 Experience providing complex administrative support in a high-profile environment

Notes:
Hybrid - partial time on camppartial time WFH (working/living in MA).

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

Account co-ordinator: Sekhar Radhakrishnan, Phone No : , Email:

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008
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