As the Executive Assistant, you will provide high-level confidential administrative support to the Chief Information Officer and others within the Office of Information Technology.
A day in your life might look like: In the morning, review and organize the CIO's schedule and necessary documentation for the day, including briefing them on anything they need to know (e.g. travel, lunch arrangements). In addition to your regular projects (such as a presentation you are creating for the CIO, or researching/writing content for the next departmental newsletter) and coordinating the daily office operations, you will also be available to respond to requests that come in – a broken elevator, a change to an event happening that afternoon, or an emergency reschedule between the CIO and the president. You'll be working closely with many others in OIT, especially those in the Office of the CIO and other OIT Leadership, as well as other executive assistants on campus, administrative departments (events, catering, facilities, campus public safety), the president's office, property management staff, and many more depending on the day. You could attend a technology planning meeting and summarize its key points for other staff or those who were not able to make it. You may need to run to a different OIT building, or drop paperwork off in another department. At the end of the day, you'll make sure things are ready for the next day (e.g. review calendars, ensure the lobby is tidy), check in with the CIO to see if anything has come up, and leave knowing that tomorrow could be totally different.
Your duties will include: Executive Support (40%) to the CIO and occasionally other members of OIT leadership. This will include managing calendars, scheduling meetings, writing emails/memos, creating presentations, coordinating travel arrangements, and more. You will work with executive assistants and leadership across the university.
Provide Administrative and Office Operations (25%) for the Office of Information Technology. This will include general office or administrative support for OIT, ensuring spaces and departments have what they need (e.g. office supplies), keeping public spaces aesthetically pleasing, answering the general Office of the CIO line, coordinating moves and telecom orders, and submitting maintenance requests.
Draft OIT-wide communications (15%) such as announcements, monthly newsletter, and general information to staff. You will write (or assist with writing) emails, memos, and presentations on behalf of the CIO and other leadership, as well as communicate with others on campus and externally on behalf of OIT.
Coordinate events (10%) as needed, such as large biannual all-staff meetings, as well as small trainings or setting up an outside vendor coming in for a workshop. This includes reserving rooms, ordering food, sending out invites, coordinating technology, and other event logistics. This occasionally includes working with others in OIT to solicit content.
Other duties as assigned (10%) will vary depending on the person and day, and will add variety and new experiences to your daily work.
At minimum, you will have the following experience and qualifications: - Excellent communication abilities; this includes written (e.g. emails and newsletters), presenting ideas in presentations, and regularly working with a large number of diverse colleagues via phone, in person, and email. - Ability to hear vague ideas (e.g. technology, departmental strategy) and create structure and flow, particularly with regards to building presentations or communicating those ideas to others. - Experience coordinating meetings, projects, and/or events with diverse colleagues in a collaborative team environment. - Experience using Google Suite and/or Microsoft Office for communications, basic data analysis, and presentations. - Experience coordinating office operations. - Ability to support the operational needs of executive-level professionals. - Adaptable to the varying requests of leadership and staff, sometimes with short notice. - Strong attention to detail, organization, and time management skills, regardless of interruptions. - Ability to maintain confidentiality and execute sound professional judgment. - Ability to be service-oriented, proactive, solve problems, and facilitate and coordinate requests and needs.
We would like if you have some or many of the following preferred qualifications: - 4 years of experience with executive-level support functions. - 2 years of experience with office coordination or administration. - Experience in higher education. - Experience managing projects or strategic initiatives. - Experience in Banner, Jira Software, and/or data analysis software. - Advanced skill in drafting professional correspondence from a few directives or pieces of information. - Advanced skill in creating presentations that incorporate data in a meaningful, creative, simplistic way that tells the story needed to convey a particular message to a target audience. - We ask our employees and applicants (that's you!) to align with our OIT Attributes for Success: – - – Coaching: you appropriately give, accept, and incorporate feedback from others. – - – Communication: you exchange information and ideas well, verbally and in writing; communication is an essential tool for productivity and strong working relationships in OIT. – - – Emotional Intelligence: you possess the capacity to be aware of, manage, and express your emotions; you handlee interpersonal relationships with empathy and safety, enabling diverse types of people to work together. – - – Proactive: you recognize and initiate opportunities to take action and prevent potential problems or threats. – - – Teamwork: you identify with the larger organizational team and your role within it; you share resources, respond to requests, and support our organizational strategy.
Internal Number: 30385
About Portland State University
Located in Portland, Oregon, one of the nation's most livable cities, the University's innovative approach to education combines academic rigor in the classroom with field-based experiences through internships and classroom projects with community partners. The University's 49-acre downtown campus exhibits Portland State's commitment to sustainability with green buildings, while many of the 124 bachelor's, master's, and doctoral degrees incorporate sustainability into the curriculum. PSU's motto, "Let Knowledge Serve the City," inspires the teaching and research of an accomplished faculty whose work and students span the globe. PSU seeks talented individuals who understand our values and strategic goals and enjoy sharing ideas and collaborating in an environment of mutual respect to achieve those values and goals. We are committed to leading through engagement and seek individuals who support this strategy. Engagement describes Portland State's collaborative approach to the exchange of knowledge and resources with local, regional, national, and global partners for mutual benefit of students, faculty, and the community. As a component of the Diversity Action Plan and the President's... Strategic Mission of achieving global excellence, Portland State University strives to become an institution that is recognized nationally and internationally for the accomplishments of its faculty, the reputation of its programs, and the preparation of it students as world citizens. For more information visit http://www.pdx.edu/about-portland-state