Executive Assistant

The Executive Assistant (job code 1885) provides critical coordination to executives in the Research and Innovation Office and contributes to the effectiveness of the administrative services and operations in the RIO headquarters at the University of Minnesota.

Position Duties and Responsibilities

Executive Support - 80%

• Provide dedicated support to three director-level or associate vice president-level positions on a daily basis.
• Facilitate communication with and access to the executives, fulfilling "gatekeeper" and "gateway" roles, and utilizing independent judgment, diplomacy, and tact.
• Ease the coordination of the executives with other internal functions in RIO (Communications, HR, Finance, academic centers and institutes etc.)
• Lead complex scheduling for the executives, being responsive to urgent matters requiring time sensitive action, re-prioritization and re-organization.
• Communicate directly and on behalf of the executives with faculty, external stakeholders and partners. Assist with communication (incoming emails and responses), RSVPs etc.
• Help prepare visits and meetings for the executives.
• Assist with the preparation of letters and other various materials including meeting agendas and meeting notes; coordinate document signature for the executives as needed.
• Facilitate travel arrangements and travel coordination.
• Complete expense reimbursement and PCard reconciliation.
• File physical and electronic documents as needed for easy retrieval, access and collaboration with others.
• Configure electronic filing and manage permissions

Backup and Support for Other Administrative Duties - 15%

• Serve as a member of the VPR Administrative support team; backup/assist other executive assistants as needed, in particular to support the VP for Research and Innovation organization and planning, to plan / organize / host RIO events, and to manage RIO offices.

Other Duties as Assigned - 5%

Flexible Work Profile
The Research and Innovation Office (RIO) endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote.

This position has been designated as eligible for flexible work profiles one or two.
Flexible work profile one is expected to work primarily on-site.
Flexible work profile two is expected to work on-site at least three days per week.
Your office will be in Suite 224 in the McNamara Alumni Center located at 200 SE Oak Street on the Twin Cities, Minneapolis Campus.

The Research and Innovation Office management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Required Qualifications

• High School Diploma/GED and four years of related office experience. (Training/education may be substituted for some of the years of experience.)
• Proficient computer skills -
  • Google G Suite (Google Calendar, Gmail, Sheets, Docs, Tasks and Slides) and Google Drive management and configuration
  • Hands-on expertise with Microsoft Office products (Word, Excel and PowerPoint)
• Skilled at managing Google Calendars and other technology tools designed to facilitate scheduling and coordination between executives and senior leaders.
• Familiarity with PDF file creation and editing (Adobe Acrobat).
• Experience configuring and supporting video conferencing to facilitate virtual meetings (e.g. Zoom configuration expertise) and in-person meetings (e.g. conference room audio and video setup).
• Experience arranging travel logistics.

Knowledge, Skills, and Abilities

• Dependable and reliable team player who takes pride in providing service and helping others.
• Highly organized and detail oriented, focused on supporting RIO's executive team organization and facilitating their collaboration with others.
• Ability to demonstrate sound judgement in prioritizing and reprioritizing tasks based on urgency and importance
• Proactive in anticipating the needs of executives and able to problem-solve to maintain their organization on a daily basis.
• Excellent communicator, consistently clear, precise, courteous and tactful in both written and verbal exchanges.
• Maintain discretion and confidentiality.
• Comfortable with technology, curious about making the most out of technology tools available to them and becoming familiar with new ones

The Research and Innovation Office (RIO) helps facilitate collaborative research designed to solve our most complex problems. We serve as a central resource for conducting, managing, and sponsoring research at the University of Minnesota and developing and bringing to market UMN innovations that improve people's lives. In addition, RIO offices oversee key areas of research compliance and administration and help to cultivate a culture of research integrity at the University.

RIO is composed of 15 administrative support units including Sponsored Projects Administration, Technology Commercialization, and the Human Research Protection Program, and 12 interdisciplinary academic centers and institutes.

Pay Range: $26.01 ($54,100.80 Annual) - $30.94 ($64,355.20 Annual); depending on education/qualifications/experience

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).