Purdue University
Executive Assistant to Assistant Vice Provost
🇺🇸 West Lafayette, IN
🕑 Full-Time
💰 TBD
💻 Other
🗓️ September 30th, 2025
Edtech.com's Summary
Purdue University is hiring an Executive Assistant to provide high-level administrative and organizational support to the Assistant Vice Provost and leadership teams. The role involves managing calendars, coordinating events, maintaining records, and supporting communication and project management to ensure unit effectiveness and compliance.
Highlights
- Provide comprehensive administrative support including scheduling, drafting communications, and event coordination.
- Maintain records related to meetings, HR, budgets, and promotion cycles.
- Facilitate communication and serve as liaison with internal and external contacts.
- Manage strategic priorities and organizational projects for the Assistant Vice Provost.
- Utilize Microsoft Word, Excel, PowerPoint, Outlook, and internet-based tools.
- Support leadership engagement with students, alumni, and community stakeholders.
- Bachelor’s degree in Communications, Business Administration, Management, or related field required.
- 0 to 1 year of senior or lead administrative support experience preferred.
- Demonstrate excellent written, verbal, and interpersonal communication skills.
- Handle confidential information, multiple tasks, and deadlines with independent judgment.
Executive Assistant to Assistant Vice Provost Full Description
Job Summary
Provide a wide range of administrative support for an Associate/Assistant Dean, Department Head or Senior Director (M6). Maximize the effectiveness of department operational processes and communications. Serve as a liaison with multiple contacts internal and external to the University. Facilitate communication, plan events, draft and edit various documents, schedule meetings and manage executive's calendar. Coordinate special projects involving independent research and work with all levels of internal management and staff.
Position Supplement
This position provides high-level administrative and organizational support to the Assistant Vice Provost (AVP) and the leadership team of University Residences and Purdue Dining & Culinary. The role is vital for managing the AVP's strategic priorities and ensuring overall unit-wide effectiveness.
The Executive Assistant maintains meticulous record keeping, including meeting documentation, Human Resources records, departmental job descriptions, and budget materials. This role is central to coordinating the annual promotion cycle, overseeing timelines, and managing all required documentation. Through organization and documentation, this position strengthens compliance, transparency, and operational efficiency.
The role is frequently tasked with ad hoc project work, tracking next steps, and recommending process improvements for unit initiatives. The position assists the AVP by managing information flows and approval processes across multiple teams, emphasizing leadership alignment. The Executive Assistant prepares, edits, and distributes internal updates and leadership presentations, ensuring consistency and accuracy.
Beyond core functions, the position supports the AVP's engagement with student leaders, alumni, campus partners, and community stakeholders to foster collaboration. The role also assists with the planning and execution of major unit events, such as Move-In and check-out, which may require occasional evening, weekend, or travel availability to the Purdue in Indianapolis campus.
What We’re Looking For:
- Bachelor’s degree in Communications, Business Administration, Management, or a related field.
- Minimum of 0 to 1 year of experience in a senior or lead administrative support role or equivalent experience.
- An equivalent combination of education and experience may also be considered.
- Excellent written, verbal and interpersonal communication skills.
- Ability to handle frequent interruptions, balance multiple tasks, meet deadlines, and maintain confidentiality.
- Strong organizational and time management skills and attention to detail. Computer and related software skills to include Word, Excel, PowerPoint, Outlook, Internet, etc.
- Skilled in collaborating and communicating to build relationships with individuals at all levels within and external to the university to support department needs.
- Skilled in interpreting policies and procedures to proactively resolve issues. Ability to identify problems, generate ideas for improvement, and implement or recommend solutions.
- Ability to use discretion and independent judgment to make sound decisions balancing facts, priorities, and possible outcomes.
- Ability to use discretion regarding when to involve the senior leader or Executive, when to resolve issues independently, or when to engage others.
Job Responsibilities and Duties:
- Conserve senior leader or executive’s time by reading, researching, and routing correspondence.
- Draft and edit communications; conduct research and prepare reports and presentations.
- Maintain executive’s calendars, schedule complex meetings, prepare agendas, arrange travel, and ensure support materials are prepared and available.
- Exercise discretion and independent judgment to collect and analyze information requests and identify trends.
- Respond to non-routine inquiries and issues from internal and external sources.
- Develop, implement, and maintain/improve processes related to administrative operations to ensure compliance with University policies and procedures.
- Coordinate the logistics of various programs, projects, workshops, events, and presentations.
- Monitor operating budget and maintain financial records for administrative support operations.
- Update and maintain databases, websites, and mailing lists.
May mentor and train lower level support staff.
Additional Information:
- To learn more about Purdue’s benefits summary
- https://www.purdue.edu/hr/Benefits/employeebenefits/benefits_enrollment/pdf/summaries/2023/Benefits-summary-Admin-Op-2023.pdf
- Purdue will not sponsor employment authorization for this position
- A background check will be required for employment in this position
- FLSA: Non-Exempt (Eligible For Overtime)
- Retirement Eligibility: Non-exempt Defined Contribution Plan
Who We Are at Purdue University:
When you join Purdue University, you join a community that keeps moving forward. For more than 150 years, we’ve been known for not only our groundbreaking work in STEM research, but also for our collective imagination, ingenuity and innovation.
Education
Typically requires a Bachelor's degree
Experience
Minimum of 0 to 1 year of experience
FLSA Status
Exempt
