UConn Careers

JOB SUMMARY

The Executive Staff Assistant to the President provides high-level support to the University President, serving as a central point of contact for communication and coordination across the University, including with the Board of Trustees, the UConn Foundation, faculty, staff, and external partners. This role is responsible for managing the President’s schedule, organizing and preparing materials for meetings, coordinating complex travel logistics, and assisting with special events. The position requires exceptional organizational skills, discretion, and the ability to work collaboratively across multiple departments to ensure the President's initiatives and engagements are executed smoothly and professionally.

DUTIES AND RESPONSIBILITIES

1. Serve as the liaison between the President and other University administrators, members of the Board of Trustees, the UConn Foundation, public and private officials, various boards, faculty, staff, students, and others served by the University.
2. Coordinate a wide range of administrative functions for the President. Ensures all meeting materials, including presentations, talking points, and briefing materials are accurate, arrive in a timely manner, and organized for President. 
3. Maintain the President’s speaking schedule and ensure speech writer is updated with dates and content. 
4. Assist in the coordination of special events hosted by the President or the University by independently exercising discretion, using sound judgment based upon the President’s preferences, and working with key internal and external units.
5. Coordinate complex and detailed travel arrangements for the President for high profile events (Athletic Board meetings; Donor events; Foundation events, etc.). Travel planning includes arranging transportation, hotel accommodations, meals, social activities, and developing comprehensive itineraries, background and support materials, and agendas.
6. Provide administrative oversight for high-profile recruitment efforts on behalf of the President. This includes managing meeting logistics, such as agendas, candidate travel, room arrangements, audio/visual setup, and catering. Maintains confidentiality of all candidate information.
7. Oversee the President’s personal expenses and handle payments for all related events, such as entertainment and dinners. Ensures all decisions align with the University’s, State’s, and Federal guidelines and promote cost-effective practices.
8. Work closely with the Board of Trustees Secretary and other Administrative Support Staff to ensure smooth coordination of President’s schedule and functions.
9. Work closely with UConn Foundation to ensure smooth coordination of the President’s engagement with donors and/or speaking events.
10. Work closely with Government Relations to ensure coordination of President’s engagement with elected and government officials and/or speaking events.
11. Troubleshoot on routine issues that come into the President’s office, directing them to the appropriate person/department for response and updating the President and/or chief of staff on resolution when/if necessary.
12. Prepare letters ongoing for the President’s signature (i.e., donors, general counsel, Foundation, Chief Financial Officer, Provost office, etc.).    
13. Keep abreast of the Driver’s weekly/monthly schedule. Review the day-to-day schedule anticipating last minute changes or travel challenges.    
14. Manage the distribution of tickets to athletic and/or University events to the President, the President’s family and/or any donors invited to attend. Manage the tax and compliance reporting per year for the ticket distribution. 
15. Coordinate special projects, as needed.

MINIMUM QUALIFICATIONS

• Bachelor’s degree with at least five years of experience supporting a high-level, senior executive within a complex organization or an equivalent combination of training and/or experience. 
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong interpersonal and communication skills (written and verbal), with demonstrated ability to interact effectively and professionally with a diverse range of internal and external stakeholders, including senior executives, board members, and external officials.
• Proven ability to handle confidential and sensitive information with discretion and integrity.
• Advanced proficiency in Microsoft Office programs, including Work, Excel, Access, and PowerPoint.
• Strong problem-solving and decision-making skills, with demonstrated ability to work independently, anticipate needs, and exercise sound judgment.
• Highly motivated, and adaptable to changing priorities.

PREFERRED QUALIFICATIONS

• Knowledge of university policies and procedures, including financial and travel policies, and state-level compliance requirements.
• Demonstrated ability to plan and execute high-profile events involving senior leaders, donors, and dignitaries, ensuring seamless coordination.
• Familiarity with managing budgets, processing expenses, and understanding financial policies related to travel, events, and high-level operations in a large institution.
• Proven ability to draft executive-level communications, reports, and presentations tailored for diverse audiences including senior leadership, faculty, and external stakeholders.
• Experience handling high-pressure situations and resolving conflicts with diplomacy and professionalism, particularly in a public-facing executive office.
• Understanding of compliance requirements related to tax, legal, and institutional policies, especially in higher education or government settings.
• Familiarity with managing industry and/or federal grants.

APPOINTMENT TERMS

This is a full-time, permanent position.  The University offers a competitive salary, and outstanding benefits, including employee and dependent tuition waivers at UConn, and a highly desirable work environment. For additional information regarding benefits, please visit hr.uconn.edu and explore the sections under the Benefits & Leaves and Engagement & Learning headers.

TERMS AND CONDITIONS OF EMPLOYMENT

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

TO APPLY

Please apply online at https://hr.uconn.edu/jobs, Staff Positions, Search #498776 to upload a resume, cover letter, and contact information for three (3) professional references.

This job posting is scheduled to be removed at 11:55 p.m. Eastern time on November 28, 2024. 

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.

All members of the University of Connecticut are expected to exhibit appreciation of, and contribute to, an inclusive, respectful, and diverse environment for the University community.

The University of Connecticut aspires to create a community built on collaboration and belonging and has actively sought to create an inclusive culture within the workforce. The success of the University is dependent on the willingness of our diverse employee and student populations to share their rich perspectives and backgrounds in a respectful manner. This makes it essential for each member of our community to feel secure and welcomed and to thoroughly understand and believe that their ideas are respected by all. We strongly respect each individual employee’s unique experiences and perspectives and encourage all members of the community to do the same. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The University of Connecticut is an AA/EEO Employer.