Executive Aide

Duties and Responsibilities of Various Executive Aide Levels

1550AK Executive Aide (nonexempt, working 37.5 hour-week, salary grade SG12)

  • Work under general direction and report to a high ranking official (Dean or Vice President)
  • Process complex and highly confidential information; maintain confidential records
  • Administer all aspects of the office including appointments, telephone contacts, correspondence, travel arrangements, etc.
  • Arrange meetings and maintains necessary correspondence with attendees; takes minutes
  • Keep current on legislation, events, etc. relative to the particular school, college or university
  • Supervise the work of office staff in day-to-day activities
  • Relay information on sensitive matters to constituents, external or within the university
  • Assist in preparing budgets, reconcile monthly expense statements, budget analysis/forecasting, expense reports
  • Facilitate communications and coordinate workflow between department and the university
  • High school, 6 or more years of experience.

1520AK Executive Aide (exempt, working 40-hour week, salary grade 14)

  • Work with a high degree of independence and report to a high ranking official (Dean or Vice President)
  • Process complex, highly confidential, strategic and time-sensitive information.
  • Provide executive assistance to relieve dean or vice president of administrative type functions; is empowered with a wide degree of creativity and latitude.
  • Participate in short- and long-term strategic planning and program implementation.
  • Assist in financial planning and budget development linked to the strategic plan.
  • Make recommendations to management on policies and procedures.
  • Prepare monthly information on proposals and award/expense activity.
  • Seek out and suggest improvements to operations, including new procedures, documentation and training.
  • Serve as the department HR liaison and travel coordinator – maintain a strong understanding of the university policies and procedures. Ensure that all forms are completed correctly and in a timely manner.
  • May supervise, direct or lead lower level staff
  • Associate’s degree, 10 years progressively more responsible administrative experience.