Executive Assistant I

The University of Alabama at Birmingham (UAB) seeks an Executive Assistant to the Vice Provost for Innovative Teaching and Academic Engagement.

Plays a pivotal role in providing high-level administrative support to the Vice Provost overseeing ten academic service units within UAB.

Responsible for managing a wide array of administrative tasks, ensuring seamless operations, and facilitating effective communication both internally and externally.

Key Responsibilities: * Administrative Support: Provide comprehensive administrative support to the Vice Provost, including managing calendars, scheduling meetings, and handling correspondence.

Prepare and organize documents, reports, and presentations for internal and external stakeholders.

Coordinate travel arrangements and logistics for the Vice Provost and visiting guests as required.

* Communication Management: Serve as a primary point of contact for the Vice Provost's office, fielding inquiries and requests with professionalism and efficiency.

Draft and edit correspondence, memos, and other communications on behalf of the Vice Provost.

Facilitate communication between the Vice Provost and various academic service units, faculty, staff, and external partners.

* Meeting Coordination: Plan, coordinate, and execute meetings, conferences, and special events on behalf of the Vice Provost.

Prepare agendas, distribute materials, and take minutes during meetings as needed.

Ensure follow-up on action items and decisions made during meetings.

* Data Management and Analysis: Assist in gathering, analyzing, and synthesizing data relevant to academic services and initiatives.

Maintain accurate records, databases, and files related to academic programs, budgets, and personnel.

Generate reports and presentations based on collected data to support decision-making processes.

* Project Management: Support the Vice Provost in managing various academic projects and initiatives, ensuring timely completion and adherence to established goals and objectives.

Coordinate cross-functional teams and facilitate collaboration among different academic service units.

(Annual Salary: $47,665 - $77,455) Bachelor's degree in a related field and two (2) years of related experience required OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferred Qualifications: Proven experience with four (4) years as an Executive or Administrative assistant or similar role, preferably in an academic or higher education setting.

Proven ability to handle sensitive information with the utmost confidentiality and discretion.

Experience exercising sound judgment in managing confidential documents, discussions, and interactions.

Experience with UAB finance and HR systems.

Familiarity with academic administration and terminology.