Executive Assistant, Office of the Provost

Position Summary Executive Assistant for the Office of the Provost at Vanguard University provides high-level administrative and operational support to the Provost and Vice President of Academic Affairs. The role manages day-to-day operations, supports shared governance and Board of Trustees processes, coordinates academic communications, and ensures the Provost can focus on institutional leadership and the priorities of Ascend 2030. The Executive Assistant supervises administrative staff, manages budget reconciliation, and serves as a key point of coordination across Academic Affairs. This position reports directly to the Provost + Vice President of Academic Affairs. Position Duties Office Operations and Provost Support Provide comprehensive operational support to the Provost, including calendaring, scheduling, divisional event planning, developing presentation and communication materials, processing expenditures, and demonstrating appreciation for faculty and academic staff. Supervise other administrative or student staff within the Office of the Provost, providing direction, support, and oversight of day‑to‑day administrative functions. Manage the Provost's scheduling to ensure effective coordination of meetings, priorities, and commitments across the institution. Coordinate travel arrangements and itineraries for the Provost, manage travel reimbursements and related documentation. Support strategic institutional initiatives including Ascend 2030, coordinating follow‑through on action items and related communications. Coordinate and report data as requested, handling special projects and other duties as assigned by the Provost. Governance, Academic Leadership, and Board of Trustees Support Coordinate the Academic Leadership Council (ALC) and Academic Leadership Forum (ALF) meetings, developing agendas and minutes, coordinating logistical details, and ensuring timely distribution and accurate records. Support shared governance processes, including faculty committee membership coordination, elections, and related documentation. Maintain the Faculty Employee Handbook and Shared Governance Manual, ensuring both documents are current and accessible. Manage logistics and documentation for the Academic Committee of the Board of Trustees, including preparing agendas, assembling materials, and providing meticulous minute‑taking in accordance with Robert's Rules of Order. Collaborate with Academic Affairs leadership to prepare reports and materials for the full Board of Trustees. Coordinate meetings of academic administrative leadership, including program coordinators and directors. Financial Management and Budget Directly manage the budget for the Office of the Provost, providing consistent updates encompassing operating funds for personnel and academic planning and implementation. Perform monthly budget reconciliations for the Office of the Provost, maintaining accurate financial records and flagging variances. Assist the Provost and the deans with annual budget planning, including developing financial projections. Assist with bi‑annual overload payments, workload forms, and conference course payments for resident faculty. Communications, Web, and Institutional Presence Maintain and update the Office of the Provost website pages, ensuring content is current, accurate, and aligned with institutional branding. Manage email communications on behalf of the Office of the Provost, including drafting and distributing announcements to faculty and academic staff. Coordinate and distribute “Good News” communications, celebrating faculty and staff accomplishments. Manage annual Assemblies of God Alliance reporting and awards processes on behalf of the Provost's Office. Support WSCUC accreditation‑related tasks and documentation as assigned. University Calendar, Events, and Ceremonies Coordinate the University Academic Calendar including major meetings, Academic Chapel scheduling, the academic year calendar, and the five‑year academic planning calendar, in collaboration with the Dean of Academic Records/Registrar. Serve as the Office of the Provost's representative on the Commencement Council, coordinating Academic Affairs' contributions to commencement planning and execution. Assist with logistics for the Awards Chapel, including Provost and President Awards coordination and chapel event planning. Plan and coordinate academic gatherings and hospitality events, including receptions, Christmas gifts for faculty and staff, and other occasions that cultivate community within Academic Affairs. Skills & Qualifications Exhibits vibrant belief in Jesus Christ with ample evidence of personal discipleship. Demonstrates a deep commitment to the mission, values, and commitments of Vanguard University and a lifestyle in consonance with its values; willing to sign and align with the statement of faith. Holds a Bachelor's degree; Master's degree preferred. Additional education or experience in office administration, higher education, or a related field is preferred. Minimum of 3 years of progressively responsible administrative or executive support experience. Preferred: 5 or more years of experience providing high‑level administrative support to senior leaders or executives. Exhibits exceptional organizational skills with the ability to manage multiple tasks with high accuracy, professionalism, and attention to detail. Demonstrates strong interpersonal and communication skills, capable of working effectively with diverse constituencies and a commitment to serve as a team player to support and collaborate with colleagues toward a common mission. Possesses experience in higher education administrative roles, and with Ellucian programs such as Colleague and Self‑Service preferred. Demonstrates strong financial literacy and experience with budget management, reconciliation, and reporting. Exhibits excellent written communication skills, including the ability to draft professional correspondence, web content, and institutional announcements. Participates regularly in worship and service within a local church community. A life marked by the love of Christ, consistent with Biblical standards. Salary This is a full‑time, exempt, benefit‑eligible position. Expected Pay Range: $70,304 – $76,000 per year. Placement within the salary range is commensurate with education and experience. Vanguard offers a robust benefits package. #J-18808-Ljbffr