Executive Assistant and Project Manager

ABOUT AASCU

AASCU is the collective voice of 350 public colleges, universities, and systems that hold students and community at the heart of their mission. The association works to expand student access, success, and opportunity, promote world-class teaching and experiential learning tied to career advancement, and support applied research and service that advances economic development and quality of life in communities across the country.

EXPECTATION FOR ALL EMPLOYEES

Supports the organization’s mission, vision, and values by exhibiting the following behaviors: commitment to diversity and equity, excellence and competence, collaboration, innovation, accountability, ownership, and adherence to policies and procedures.

ABOUT THE DIVISION

The Division of Academic Innovation and Transformation (AIT) is responsible for the development and management of academic initiatives and activities with the goal of transformation at the institution and individual student level. The Division advances academic initiatives at AASCU’s member campuses, who serve a vital and diverse population of students nationwide.

SUMMARY OF POSITION

The Executive Assistant and Project Manager is responsible for executing and coordinating administrative and project management operations within the Division of Academic Innovation and Transformation. The position supports the daily administrative and strategic needs of the Vice President for AIT, as well as the leadership and staff in the functional areas of civic engagement, international education, and student success.

DUTIES AND RESPONSIBILITIES

Project Management

• Evaluate the division’s progress on long-term and short-term projects.
• Assist in planning and monitoring projects using Microsoft Teams and other project management related tools.
• Liaison with division leadership and staff on progress of projects, including joint leadership programs, to assure the overall direction and integrity of the project is on target for deadlines.
• Manage content, design, distribute of vice president’s monthly update to members.
• Alert appropriate person(s) on any project related risk and handles issues that arise.

 Event Planning  

• Plan and schedule face-to-face and virtual meetings, presentations, and other office-related events; send reminders regarding upcoming meetings and appointments.
• Manage logistics of pre-conference meetings, webinars, academies, and symposia.
• Schedule division and area staff meetings and retreats and maintain agendas and minutes.
• Manage travel arrangements (transportation, hotel, etc.) for division leadership.

Executive Administrative Assistance

• In consultation with the Vice President, prioritize and support the strategic direction of AIT.
• Maintain a positive and professional communication with variety of constituents that the division serves and works with—presidents, provosts, campus leaders, consultants, vendors, and other higher education entities.

• Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information, initiating telecommunications.
• Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Receive inquires, manages, and vets all request for Vice President speaking engagements.  Provides recommendations based on AASCU’s mission, vision, and values.
• Assist with the scheduling and support of AASCU division and select presidential committees. 
• Assist in preparation of presentation materials.
• Organize and maintain division folders and files in SharePoint.
• Manage general accounting and budget duties, including processing invoices and payment requests, supporting the creation of new project planning templates, and assisting the Vice President in overseeing the AIT division operating budgets as well as donor funded projects.
• Reconcile credit card invoices for division leadership and staff.
• Organize, plan, and manage daily tasks and operations of the division.

REQUIRED SKILLS AND ABILITIES

• Commitment to AASCU mission, vision, and values.
• Ability to work effectively in both face-to-face and virtual settings using variety of technology tools such as MS Suite, Zoom, RingCentral, etc.
• Experience working with Airtable.
• Strong Microsoft Teams experience required– specifically related to project management.
• Experience working on a diverse team.
• Comfortable making decisions and taking ownership of work.
• Effective communicator, both verbal and written.
• Ability to think critically, with strong interest in innovation, user experience and customer service.
• Ability to understand a variety of perspectives, manage priorities, and decisively meet expectations. 
• Self-starter who works well independently.
• Ability to prioritize given tasks and work efficiently towards completing them.
• Detail-oriented and exceptional organizational skills.
• Experience with complex electronic file management.
• Strong problem solver and analytical thinker.
• Professional demeanor.
• Aligns department and individual goals with Association mission and values.
• Commitment to acquire Project Management Certification such as the CAPM within 1 year of employment, if not already obtained.
• Commitment to acquire Microsoft Office certification within 1 year of employment, if not already obtained.
• Work collaboratively with staff and other divisions in the identification and development of appropriate innovative solutions.
• Understands and appreciates the values, beliefs, knowledge and capabilities of our staff, our partners, and the people we serve.

QUALIFICATIONS

• Bachelor’s degree required.
• Project Management certification preferred or commitment to obtain it with 1 year of employment.
• 5 or more years of experience in administrative support, project management, or executive assistance
• Event planning experience preferred.

COMPENSATION, BENEFITS, AND LOCATION

Compensation is competitive and commensurate with experience. Generous benefits package that includes medical, dental, vision insurance; 15 paid holidays plus additional annual leave; above market contribution to company sponsored 403(b) retirement plan; tuition assistance, on-site fitness facility, 24/7 building security, secured bike storage and more. Additionally, available underground public parking is accessible for all employees at their own expense.

This is a full-time position located at AASCU’s headquarters in Washington, D.C. AASCU staff are currently required to be in the office in a hybrid schedule of 2 days in the office and 3 days optional remote. All AASCU staff are required to be fully vaccinated including boosters as recommended by the CDC schedule. 

Applications will be accepted on a rolling basis and only those selected for an interview will be contacted. Cover letters AND resumes must be submitted for a completed application to be considered.

EQUAL OPPORTUNITY EMPLOYER

AASCU is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

COMMITMENT TO DIVERSITY

AASCU is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives. This commitment is embodied in all Association policies and the way we do business at AASCU.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions, if applicable.

• Must be able to remain in a stationary position for extended periods of time (50%).
• Constantly operates a computer or laptop; however, some standing and walking may be required when attending in-office meetings or events.
• The person in this position frequently communicates with team members via email, phone, or virtual meeting room and must be able to exchange accurate information in these situations.
• Lift and carry a minimum of 10lbs occasionally.
• Occasional travel to an office/conference event