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You are here: The Job Explorer > Job Description > Executive Assistant

Executive Assistant Duties and Responsibilities

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Purpose of Classification:

Coordinates administrative functions to include business affairs, personnel matters, and managing budgets. Incumbents regularly resolve politically sensitive problems, which impact the university internally and externally.

Distinguishing Characteristics:

This is a specialized classification and not part of a series. This position is distinguished from the Business Manager series in terms of diversity of administrative functions performed, i.e.; there is less emphasis on budget and greater emphasis on general administrative duties. Decision-making and signature authority is typically fully delegated to this level and rarely requires supervisory review.

Examples of Duties:

  • Directs the preparation of administrative and financial reports; analyzes and interprets information; makes and implements decisions; compiles and analyzes data.
  • Analyzes administrative and operational functions; reviews policies and procedures systems for efficiency; implements appropriate changes and system improvements.
  • Counsels the executive on departmental or divisional administrative matters, or on decisions affecting interdepartmental relationships.
  • Reports personnel status, and budgetary, fiscal and unit activities to the executive; coordinates college- or school- wide training and human resource activities and processes
  • Manages and controls expenditures within unit budgets; determines funding source to charge; analyzes financial feasibility of and approves new programs or plans and funding sources; prepares special and operating budgets.
  • Interprets and implements university and outside agency rules, regulations, policies and procedures; serves as resource person for the college, school, or department for general human resource questions or issues.
  • Reviews and approves operational documents.
  • Responds to management and public requests for information and resolves politically sensitive issues.
  • Represents the department/unit, university, college or executive at meetings; serves as department/unit, college or school liaison to various university departments and organizations.
  • Provides administrative support to executive; maintains executive's calendar; coordinates college, school or department-wide activities and special projects.
  • May supervise and coordinate the activities of subordinates.

Knowledge, Skills and Abilities:

  • Knowledge of administrative principles and practices.
  • Knowledge of accounting and budgeting procedures and techniques.
  • Knowledge of supervisory practices and principles.
  • Skill in planning, analyzing and coordinating activities and establishing priorities.
  • Skill in both verbal and written communication.
  • Skill in problem solving and decision-making.

Minimum Qualifications:

Bachelor's degree in Business or field pertinent to work unit AND three (3) years of directly related administrative experience; OR, Seven (7) years of directly related administrative experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.


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