Edtech.com's Summary

Drexel University is hiring an Executive Assistant II to provide high-level administrative support to the Vice President & Chief Information Officer and senior leadership team within the Office of Information Technology. The role involves coordinating meetings, managing calendars, handling correspondence, processing invoices, and maintaining office operations with discretion and confidentiality.

Highlights

Provide direct administrative support to CIO and Associate Vice Presidents in IT.
Coordinate meetings, travel, agendas, facilities, catering, and record meeting minutes.
Manage executive calendars, schedule meetings, and prioritize conflicts.
Oversee office operations including equipment maintenance and supply inventory.
Monitor and process invoices, timesheets, purchase requests, and Pcard statements.
Proficiency in Microsoft Office Suite and database management software required.
Minimum of a high school diploma or GED with 10 years of relevant administrative experience; 2 years post-secondary education preferred.
Strong written, verbal communication, organizational, planning, and interpersonal skills.
Ability to handle confidential information, make sound decisions, and provide excellent customer service.
Compensation range from $62,630 to $93,950 per year, typically offered from minimum to midrange based on qualifications.

Executive Assistant II Full Description

Job Summary

The Executive Assistant II provides high level administrative support to the Vice President & Chief Information Officer as well as the CIO’s senior leadership team including multiple Associate Vice Presidents in the Office of Information Technology (IT) performs a variety of administrative duties with latitude for exercising discretion, judgment and confidentiality; coordinates meetings, travel and activities for one or more executives; ensures that the maintenance of office files is in compliance with University retention policies; records time keeping; and processes invoices for outside consultants and vendors.

Essential Functions

Provide direct administrative support to one or more executives. - (Essential)
Oversee day-to-day office operations, including equipment maintenance, supply inventory, etc. - (Essential)
Prepare correspondence, reports, presentations as needed or requested. - (Essential)
Liaison to internal departments and outside vendors to ensure all systems and equipment are properly maintained and in working order.
Troubleshoot issues and follow through to conclusion.
Coordinate all aspects of meeting setup including facilities, catering, A/V, agenda, minutes, etc. Attend meetings and record minutes as requested.
Monitor, reconcile and process invoices, timesheets, purchase requests and monthly Pcard statements.
Triage phone calls, emails, visitors and handle autonomously or re-direct when appropriate. Use independent judgment to elevate matters needing priority attention.
Maintain executive’s calendar(s), schedule meetings as requested; continuously review for conflicts and prioritize meeting and room scheduling as needed.
Participate in administrative shared services model for Division of Finance and Administration via participation in educational sessions, cross-training, idea sharing and providing backup to other areas as need or requested.
Other duties as necessary and assigned.

Required Qualifications

Minimum of a HS Diploma or GED
Minimum of 10 years of relevant administrative experience
2 years of post-secondary education and 10 years of relevant administrative experience.
Proficiency in Microsoft Office Suite and database management software.
Strong written and verbal communication skills.
Excellent interpersonal skills with ability to communicate effectively at every level from student through Board of Trustees.
Strong customer service orientation.
Strong organizational and planning skills.
Ability to analyze and solve problems.
Ability to be collaborative, adaptable and a team player.
Ability to make sound judgment and have decision-making skills.
Ability to maintain confidentiality and sense of integrity.
Strong attention to detail and accuracy.

Preferred Qualifications

• Bachelors’ Degree plus 8 years of relevant administrative experience.
• Higher Education experience preferred.

Physical Demands

Typically sitting at a desk/table

Location

University City - Philadelphia, PA

Additional Information
This position is classified as Exempt, grade L. Compensation for this grade ranges from $62,630.00 to $93,950.00 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel’s compensation framework. For information about benefits, please review Drexel’s Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.

Original Job Description

Job Summary

Essential Functions

Provide direct administrative support to one or more executives. - (Essential)
Oversee day-to-day office operations, including equipment maintenance, supply inventory, etc. - (Essential)
Prepare correspondence, reports, presentations as needed or requested. - (Essential)
Liaison to internal departments and outside vendors to ensure all systems and equipment are properly maintained and in working order.
Troubleshoot issues and follow through to conclusion.
Coordinate all aspects of meeting setup including facilities, catering, A/V, agenda, minutes, etc. Attend meetings and record minutes as requested.
Monitor, reconcile and process invoices, timesheets, purchase requests and monthly Pcard statements.
Triage phone calls, emails, visitors and handle autonomously or re-direct when appropriate. Use independent judgment to elevate matters needing priority attention.
Maintain executive’s calendar(s), schedule meetings as requested; continuously review for conflicts and prioritize meeting and room scheduling as needed.
Participate in administrative shared services model for Division of Finance and Administration via participation in educational sessions, cross-training, idea sharing and providing backup to other areas as need or requested.
Other duties as necessary and assigned.

Required Qualifications

Minimum of a HS Diploma or GED
Minimum of 10 years of relevant administrative experience
2 years of post-secondary education and 10 years of relevant administrative experience.
Proficiency in Microsoft Office Suite and database management software.
Strong written and verbal communication skills.
Excellent interpersonal skills with ability to communicate effectively at every level from student through Board of Trustees.
Strong customer service orientation.
Strong organizational and planning skills.
Ability to analyze and solve problems.
Ability to be collaborative, adaptable and a team player.
Ability to make sound judgment and have decision-making skills.
Ability to maintain confidentiality and sense of integrity.
Strong attention to detail and accuracy.

Preferred Qualifications

• Bachelors’ Degree plus 8 years of relevant administrative experience.
• Higher Education experience preferred.

Physical Demands

Typically sitting at a desk/table

Location

University City - Philadelphia, PA

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.

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Executive Assistant II

Edtech.com's Summary

Executive Assistant II Full Description

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