The Executive Assistant to the Provost provides high-level administrative and operational support to the Provost and Executive Vice President for Academic Affairs. This position is responsible for managing the Provost’s daily operations, coordinating executive-level activities, and ensuring the effective implementation of Academic Affairs priorities. Working closely with the Assistant/Associate Vice Presidents and other members of the Provost’s Cabinet, the Executive Assistant supports divisional initiatives through detailed coordination, project tracking, communication support, and operational follow-through. This role requires discretion, exceptional organizational and communication skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced executive environment.
Job Classification & Benefits:
Confidential Clerical Role - Minimum starting wage of $37.00 per hour
Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.
PRIMARY DUTIES
Calendar & Daily Operations
- Independently manage the Provost’s daily administrative operations using sound judgment and professionalism and anticipating emerging needs.
- Manage the Provost’s complex and dynamic calendar, including arranging meetings with senior leaders, faculty governance, external partners, and community stakeholders.
- Prioritize scheduling requests in alignment with divisional priorities and time-sensitive matters.
- Coordinate meeting logistics including space reservations, technology, catering, and materials preparation.
- Prepare agendas and ensure supporting documentation is organized and accessible to all attendees.
- Manage and monitor expense tracking for the Provost, including reviewing and reconciling P-card, expense reports, and mileage reports.
Project Coordination & Implementation Support
- In collaboration with the Assistant Vice President for Administrative Operations and Academic Communications, provide project management and implementation support for Academic Affairs initiatives, annual action plans, and divisional administrative processes.
- Develop, maintain, and update project tracking tools, timelines, and follow-up systems to support execution of divisional priorities.
- Coordinate with colleges and divisional units to collect information and ensure timely progress on strategic Academic Affairs initiatives.
Executive Communications & Materials Preparation
- In collaboration with the Assistant Vice President for Administrative Operations and Academic Communications, develop and manage the timeline for preparing the Provost’s communications, messages, and speeches.
- Draft, edit, format, and distribute correspondence, presentations, and meeting materials on behalf of the Provost.
- Prepare background materials and briefing documents for the Provost’s internal and external engagements.
- Coordinate preparation of materials for Provost’s Cabinet and Board of Trustees meetings.
- Monitor action items and ensure timely follow-up.
- Show professionalism and care in responding to and monitoring questions and concerns from faculty, staff, students, and external stakeholders.
Other responsibilities
- Provide collaborative leadership among the Executive Assistants in the Office of the Provost.
- Perform other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- High School diploma required.
- Minimum of five years of experience in a position that required high-level administrative and organizational skills.
- Displays enthusiasm, optimism and a strong work ethic.
- Understands the need for confidentiality.
- Exhibits a professional demeanor.
- Demonstrated project management skills.
- Demonstrated experience with handling multiple demands through strong organizational skills, attention to detail, and the ability to prioritize workload.
- Demonstrated experience working effectively as a team member coupled with the ability to work independently.
- Demonstrated ability to think strategically and problem-solve proactively.
- Demonstrated digital skills, including the ability to develop and maintain computer databases and use project management tools.
- Demonstrated experience in using Microsoft Office applications (including Outlook, Excel, Word, PowerPoint, and Teams), as well as Adobe Acrobat Professional and Workday.
- Demonstrated excellent interpersonal skills, including a flexible mindset and the ability to maintain positive intercultural and interpersonal relationships.
- Demonstrated experience in successfully providing high-quality customer service.
- Demonstrated experience in successfully maintaining high-level work performance.
- Evidence of strong executive assistant skills, including excellent verbal and written communication skills.
PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES
- Bachelor’s degree or equivalent experience.
- Prior experience supporting senior executive administrator.
- Prior experience working in higher education, particularly Academic Affairs.
- Prior Grand Valley State University experience.
SUPERVISION RECEIVED
- Reports to the Provost and Executive Vice President for Academic Affairs. The position operates with a high degree of independence in managing daily responsibilities and is expected to use sound judgment in carrying out assigned duties.
SUPERVISION EXERCISED
- Hire, train, schedule and coordinate the work of student employees.
How to Apply:
Attach your cover letter and resume, these documents are required. Please note that a pplications missing required documents will not be considered . The system will allow you to attach these documents electronically. If you have questions about the position or the posting, please contact Mary Albrecht ([email protected]) . If you need technical assistance, please contact Human Resources at [email protected] .
Applicants must be legally authorized to work in the United States and must not require sponsorship now or in the future.
Application closes June 5, 2026 at midnight .
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See www.gvsu.edu/equalopportunity/ . TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).
Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer, which includes providing equal opportunity for protected veterans and individuals with disabilities. University policy extends protections to additional identities.
