Executive Assistant to the Provost and Executive Vice President for Academic Affairs

Metropolitan State University of Denver • Denver, CO

1d • $67,000 - $80,000 • Hybrid

About The Position

The Branch of Academic Affairs (“AA”) is comprised of nearly 1800 employees, led by the Provost and Executive Vice President for Academic Affairs (“Provost”). AA is charged with helping to create and support a relevant and engaging learning and teaching environment for Metropolitan State University of Denver (“MSU Denver”) students and faculty and to recruit, retain, and graduate students ready to enter the workforce or pursue post-baccalaureate education successfully. This position is slated to be filled April 2026. This Executive Assistant (“EA”) position reports to the Chief of Staff to the Provost. The EA provides executive-level administrative support to the Provost, who, as the university’s Chief Academic Officer, holds the number two (#2) position to the President for MSU Denver’s administration. The Office of Academic Affairs (“OAA”) is comprised of approximately 55 staff. It includes, among others: the Provost; Vice Provost, Chief Strategy Officer; Associate Vice President for Faculty Affairs; Associate Vice President for Graduate Studies; Associate Vice President for Undergraduate Studies; Chief of Staff to the Provost; and the Executive Director of Budget and Strategy.

Requirements

• Bachelor’s degree from an accredited institution of higher education OR equivalent combination of education and experience (two years of administrative experience for one year of education).
• At least two years’ experience in an administrative support role
• Experience in an office comparable to a “C-Suite”(CEO, Vice President or other Senior Officer) as an administrative assistant.

Nice To Haves

• At least two years of experience working for an institution of higher education.
• Ability to work independently, solve problems, and make decisions appropriate to the position.
• Proficient with the Microsoft Office Suite of applications.
• Exceptional attention to detail and strong organizational skills.
• Ability to manage competing priorities in a high-paced work environment.
• Excellent written and verbal communication skills.
• Ability to work with diplomacy and discretion, handling matters confidentially.
• At least one year of experience as a supervisor.
• Proven experience working in a diverse environment.
• Experience capturing and editing meeting minutes.
• At least one year of event planning experience.
• Ability to work collaboratively and collegially with an array of faculty and staff.
• Experience managing a corporate card and handling travel arrangements.
• Knowledge of state and federal regulations regarding confidentiality (FERPA, HIPAA, GAAP, etc.)

Responsibilities

• Support to the Provost Provide executive level administrative support serving as liaison and point of contact for the Provost in communication with internal and external contacts a variety of modalities including phone, emails, Microsoft Teams, meetings, and one-on-one conversations.
• Create documents (spreadsheets, meeting minutes, etc.); organize confidential and sensitive files; compose official letters, memos, and emails under the guidance of the Chief of Staff to the Provost and directives from the Provost.
• Interact regularly with senior leadership and staff, administrative officers, faculty, and community members.
• Work independently, while handling matters confidentially and with discretion.
• Provide administrative support for meetings, events, and other activities as necessary.
• Create agendas, capture minutes, and help craft presentations, as needed.
• Assist the Provost and the Chief of Staff to the Provost by following up on action items.
• Organize and manage calendaring and scheduling logistics for the Provost as assigned, ensuring professional and personal commitments are well-coordinated.
• Serve as administrative support to the Provost and/or Chief of Staff to the Provost in professional organization positions as needed.
• Serve as a Delegate in Workday for the Provost to review and approve absence requests submitted by the Provost’s direct reports.
• Using Workday, manage reimbursements and fiscal expenditures on behalf of the Provost in a timely fashion.
• As needed, confer with the Chief of Staff to the Provost as well as with the Academic Affairs Budget staff.
• Under the direction of the Provost, assist with securing registrations and travel accommodations for the Provost’s business travel.
• Using Workday, manage travel-related reimbursements and expenditures for the Provost in a timely fashion.
• As needed, confer with the Chief of Staff to the Provost as well as with the Academic Affairs Budget staff.
• Prioritize emails and assist the Provost with routine inquiries.
• Facilitate faculty, student, and community requests and resolve routine matters; escalate high profile, highly sensitive issues/concerns to the appropriate level.
• Manage the Provost’s calendar of commitments and appointments.
• Assist the Provost with scheduling requests and follow-up items.
• In partnership with the Provost and the Chief of Staff to the Provost, determine the most efficient schedule for the Provost.
• Ensure meeting requests are completed in a timely manner and are prioritized and vetted appropriately.
• Administer the scheduling of meetings under the direction of the Provost and the Chief of Staff to the Provost by scheduling an array of internal meetings and also external meetings involving representatives from various associations, business, and organizations.
• Work in close concert with the Chief of Staff to the Provost along with the Executive Assistants who support the members of the President’s Senior Executive Team to align senior administrative leaders’ schedules.
• Proactively problem solve schedule conflicts that arise, based upon the needs and priorities of the Provost including the strategic use of the Provost’s time.
• Provide administrative support to the Provost’s Leadership Team (“PLT”) in relation to the team’s recurring meetings.
• Supervise to two staff members: The Office Manager for Academic Affairs and the Assistant to the Faculty Senate.
• Evaluate and provide constructive feedback in conjunction with the university’s performance evaluation protocols and processes.
• Capture and finalize detailed minutes for the Board of Trustees Academic and Student Affairs Committee Meetings.
• With the Office Manager, set operational priorities and approve office modifications for the needs of the OAA.
• Partner with the Office Manager for purchases and expenditures for OAA.
• Collaborate with the Office Manager to plan, coordinate, and facilitate the Annual Faculty Tenure and Promotion Celebration event and other events as needed.
• Assist the Chief of Staff to the Provost with scheduling and coordinating the Annual PLT Summer Retreat.
• Maintain the content of OAA website and its related webpages.
• Under the guidance of the Chief of Staff to the Provost, help maintain SharePoint sites for the Provost, the PLT, and OAA.
• Coordinate with administrative colleagues across the university, particularly in University Events and Student Affairs, to ensure senior leadership attendance at Specialty Graduation Celebrations, held each Fall and Spring semester.
• Other duties as assigned.

Benefits

• The University’s benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as access to a long-term disability (LTD) plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 501-1,000 employees