Executive Assistant to the Vice President of People, Equity and Culture
Grand Valley State University
Administration, People & HR
Allendale Charter Twp, MI, USA
Posted on Jan 12, 2025
The Executive Assistant provides comprehensive administrative and confidential support to the Vice President for People, Equity, & Culture, acting as a key partner in managing the division's operational activities and strategic initiatives. This role proactively manages and prioritizes all functions related to the professional responsibilities of the Vice President, coordination of incoming and outgoing communications, scheduling/calendar management, conflict triaging, referral and resolution, and assisting with special projects. This role requires a proactive and highly organized individual with exceptional communication, problem-solving, and interpersonal skills. This position serves as a primary point of contact for internal and external stakeholders, ensuring seamless communication and efficient workflow within the division. This role demands the utmost confidentiality, discretion, and judgment, along with a strong commitment to service, professionalism, and integrity, with a deep understanding and commitment to diversity, equity, and inclusion.
Primary Duties
1. Provides comprehensive and confidential support to the Vice President for People, Equity, & Culture, working independently and proactively on administrative assignments and projects that require analytical, organizational, communication, and problem-solving skills, often under deadline pressure.
2. Supports the Vice President in project management and execution, ensuring timely completion of key initiatives and deliverables related to people, equity, and culture.
3. Collaborates with the Vice President and divisional leadership on the development and implementation of division and team strategies.
4. Manages and maintains the Vice President's calendar, including scheduling executive-level meetings, large group meetings, and routine committee and individual meetings; coordinates support services associated with meetings, conferences, travel, and other related activities.
5. Answers the VP's direct phone line, responds to emails sent to the Vice President's office account, and uses discretion and conflict resolution skills to triage all calls, requests, and complaints, resolving issues as efficiently as possible.
6. Acts as a liaison between the Vice President and various on-campus and off-campus constituents. Serves as a primary point of contact to represent both the organization and the Vice President in a positive and professional manner. Corresponds on behalf of the Vice President as requested.
7. Works collaboratively with all members of the People, Equity, and Culture Division and coordinates the completion of tasks with other team members.
8. Creates, processes, and maintains confidential materials for executive-level meetings, including materials for the Board of Trustees and other relevant committees. Prepares the Vice President for active participation in regular and ad-hoc meetings of the Senior Leadership Team.
9. Schedules, prepares for, and attends regular and ad-hoc meetings as directed by the Vice President. Drafts agendas in advance and takes and distributes minutes.
10. Manages expense and mileage reporting, reviews/prepares documents of varying types for the Vice President's signature/approval and supports the timely completion of regular HR processes by the Vice President.
11. Maintains essential documents related to People, Equity, and Culture division as a whole. Contributes to the regular review and updating of policies and procedures related to people, equity, and culture.
12. Assists the Vice President in establishing and maintaining successful relationships with key stakeholders across the university and community, including faculty, staff, and students.
13. Supports the Vice President in fostering a welcoming and inclusive campus climate through various initiatives and programs.
14. Plans, coordinates, and carries out special projects as directed by the Vice President. Monitors progress on various initiatives.
15. Contributes positively to the culture of the division, demonstrating a commitment to continued growth within each of Grand Valley's core competencies for employees.
16. Works collaboratively with all members of the Vice President’s Office and coordinates the completion of tasks with the Executive Associate.
17. Perform other duties as required/assigned by leadership.
Required Knowledge, Skills and Abilities:
• High school graduate or equivalent.
• Minimum of five (5) years of relevant work experience.
• Demonstrated administrative, organizational, and project management skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate confidential challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.
Preferred Knowledge, Skills and Abilities:
• Bachelor’s degree
• Higher education or business experience
• Experience supervising/supporting college students
• Social Media expertise
• Human Resources experience
• Experience in or demonstrated understanding of state and federal relations and reporting.
• Experience in or demonstrated understanding of diversity, inclusion, and equity.
• Understanding of Grand Valley State University as an organization, including its systems and processes.
Supervision Received:
Receives minimal supervision from a designated supervisor; much of the work is self-initiated. This position is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Minimal travel between campus locations may be required
Job Classification & Benefits:
Hourly rate range: $31.00-33.65
Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.
Campus: Allendale Campus
Department/Division: The Office of People, Equity and Culture/People Equity and Culture
Job Type: 12 months, Full-time (40 hours per week). Monday - Friday 8a-5p
How to Apply: Attach your cover letter and resume. The system will allow you to attach these documents electronically. If you have questions about the position or the posting, please contact Becky Berrevoets at berrevor@gvsu.edu. If you need technical assistance, please contact Human Resources at hro@gvsu.edu or 616-331-2215.
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.
Application Deadline: January 27, 2025
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See www.gvsu.edu/affirmative/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).
Grand Valley State University is an Affirmative Action/Equal Opportunity Employer, which includes providing equal opportunity for racial and ethnic minorities, women, protected veterans and individuals with disabilities. University policy extends protections to additional identities.
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