Executive Assistant
Old Dominion University
Norfolk, VA
Full-time
Administration / Clerical
Posted on April 9, 2024
Posting Details
Posting Details
Working Title
Executive Assistant
Position Number
00515A
Department
VP ADMIN AND FINANCE
Location
Norfolk, VA
Type of Position
Classified
Type of Job
Full Time
EEO Category
F Administrative Support (Clerical & Sales)
Job Description
Reporting to the Vice President for Administration & Finance, answers inquiries on a wide range of university issues, policies, and procedures from internal and external constituencies. Researches and develops logistical details of meetings, events, and visits by officials. Develops meeting agendas. Manages daily office routine. Composes and drafts correspondence by researching specific situations and gathering background information. Schedules meetings and appointments. Prepares reports utilizing current software such as Microsoft Office. Reviews and analyzes incoming memos, submissions, correspondence, and reports to prioritize materials and organize documents. Receives, screens, and prioritizes incoming calls and visitors. Manages office budgets. Eighty percent of duties performed are non-clerical in nature and primarily associated with executive coordination and function.
Type of Recruitment
Knowledge, skills and abilities
Comprehensive experience in an executive administrative assistant or support organizational role. Considerable experience in researching and preparing confidential and sensitive documents; effective interpersonal and communication skills; strong organizational and time- management skills; sound judgment and problem-solving abilities; Comprehensive experience working independently and as a team member; Comprehensive experience planning and scheduling, preparing reports, compiling correspondence. Basic experience monitoring budgets, and personnel documents. The ability to interact in a positive manner with a diverse group of constituents and customers, while maintaining a high degree of confidentiality.
Special licenses, registration or certification
None
Education or training
None
Level and type of experience
Comprehensive experience in an executive administrative assistant role for Executive/Senior level leadership or support organizational role. Basic budget management experience.
Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)
Bachelor's degree in Business Administration or related field. Comprehensive experience in higher education, corporate, or governmental executive administrative positions. Some knowledge of university policies and procedures. Basic experience with financial accounting software. International Association of Administrative Professionals membership and/or certification. Commonwealth of Virginia Notary Commission.
Conditions of Employment
The position reports in-person with a standard schedule of Monday-Friday, 8AM to 5PM. The position is not eligible for telework.
This is an open until filled recruitment. This recruitment may close after the five-day required posting period when a suitable pool of applicants has been generated.
Annual Salary/Hourly Rate
Salary commensurate with education and experience
Posting Detail Information
Job Requisition Number
S02506
Job Open To
General Public
Open Date
01/08/2024
Close Date
Open Until Filled
Yes
Special Instructions Summary
N/A
Criminal Background Check
The final candidate is required to complete a criminal history check.
College Home Page
Department Home Page
https://www.odu.edu/administration-finance
Equity Statement
It is the policy of Old Dominion University to provide equal employment, educational and social opportunities for all persons, without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), color, religion, sex or gender (including pregnancy, childbirth, or related medical conditions), national origin, gender identity or expression, age, veteran status, disability, political affiliation, sexual orientation or genetic information. Individuals from minoritized communities, women, veterans and individuals with disabilities are encouraged to apply.
Reasonable Accommodation Request
If you are an individual with a disability and require reasonable accommodation, please contact the Office of Institutional Equity & Diversity at (757) 683-3141.
Alternative Hiring Process
In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process.
To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS).
Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability.
If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.
Pay Transparency Nondiscrimination Provision
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or consistent with contractor's legal duty to furnish information.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Posting Details
Working Title
Executive Assistant
Position Number
00515A
Department
VP ADMIN AND FINANCE
Location
Norfolk, VA
Type of Position
Classified
Type of Job
Full Time
EEO Category
F Administrative Support (Clerical & Sales)
Job Description
Reporting to the Vice President for Administration & Finance, answers inquiries on a wide range of university issues, policies, and procedures from internal and external constituencies. Researches and develops logistical details of meetings, events, and visits by officials. Develops meeting agendas. Manages daily office routine. Composes and drafts correspondence by researching specific situations and gathering background information. Schedules meetings and appointments. Prepares reports utilizing current software such as Microsoft Office. Reviews and analyzes incoming memos, submissions, correspondence, and reports to prioritize materials and organize documents. Receives, screens, and prioritizes incoming calls and visitors. Manages office budgets. Eighty percent of duties performed are non-clerical in nature and primarily associated with executive coordination and function.
Type of Recruitment
Knowledge, skills and abilities
Comprehensive experience in an executive administrative assistant or support organizational role. Considerable experience in researching and preparing confidential and sensitive documents; effective interpersonal and communication skills; strong organizational and time- management skills; sound judgment and problem-solving abilities; Comprehensive experience working independently and as a team member; Comprehensive experience planning and scheduling, preparing reports, compiling correspondence. Basic experience monitoring budgets, and personnel documents. The ability to interact in a positive manner with a diverse group of constituents and customers, while maintaining a high degree of confidentiality.
Special licenses, registration or certification
None
Education or training
None
Level and type of experience
Comprehensive experience in an executive administrative assistant role for Executive/Senior level leadership or support organizational role. Basic budget management experience.
Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)
Bachelor's degree in Business Administration or related field. Comprehensive experience in higher education, corporate, or governmental executive administrative positions. Some knowledge of university policies and procedures. Basic experience with financial accounting software. International Association of Administrative Professionals membership and/or certification. Commonwealth of Virginia Notary Commission.
Conditions of Employment
The position reports in-person with a standard schedule of Monday-Friday, 8AM to 5PM. The position is not eligible for telework.
This is an open until filled recruitment. This recruitment may close after the five-day required posting period when a suitable pool of applicants has been generated.
Annual Salary/Hourly Rate
Salary commensurate with education and experience
Posting Detail Information
Job Requisition Number
S02506
Job Open To
General Public
Open Date
01/08/2024
Close Date
Open Until Filled
Yes
Special Instructions Summary
N/A
Criminal Background Check
The final candidate is required to complete a criminal history check.
College Home Page
Department Home Page
https://www.odu.edu/administration-finance
Equity Statement
It is the policy of Old Dominion University to provide equal employment, educational and social opportunities for all persons, without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), color, religion, sex or gender (including pregnancy, childbirth, or related medical conditions), national origin, gender identity or expression, age, veteran status, disability, political affiliation, sexual orientation or genetic information. Individuals from minoritized communities, women, veterans and individuals with disabilities are encouraged to apply.
Reasonable Accommodation Request
If you are an individual with a disability and require reasonable accommodation, please contact the Office of Institutional Equity & Diversity at (757) 683-3141.
Alternative Hiring Process
In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process.
To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS).
Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability.
If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.
Pay Transparency Nondiscrimination Provision
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or consistent with contractor's legal duty to furnish information.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Do you have executive level office experience? If yes, can you summarize this experience.
(Open Ended Question) - * How many years of experience have you had in providing executive level support to a high-level administrator?
(Open Ended Question) - * Do you have experience working in a complex administrative support capacity that requires multi-tasking for a business environment?
- Yes
- No
- * During high volume work periods, describe your time management skills and give specific examples?
(Open Ended Question)
Required Documents
- Resume
- Cover Letter/Letter of Application
- Yellow Layoff Form
- Blue Layoff Card
- AHP Letter
