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Auburn University · 12 hours ago

Executive Assistant -Huntsville

Huntsville, AL

Full-time

Onsite

Senior Level, Lead/Staff

$64K/yr - $106K/yr

8+ years exp

Auburn University’s Office of the Senior Vice President for Research and Economic Development is seeking an accomplished and highly skilled professional to serve as Executive Assistant at the Huntsville-based Applied Research Institute. This dynamic role provides comprehensive executive support and strategic coordination for leadership teams, ensuring seamless execution of complex scheduling, travel, and meeting management while enhancing organizational communication and efficiency.

EducationHigher EducationUniversities

Responsibilities

Manages complex calendars for multiple executives, including scheduling, conflict resolution, and coordination of domestic and international travel

Prepares agendas, briefing materials, presentations, and follow‑up documentation for meetings, receptions, and events

Handles highly confidential and sensitive information with exceptional professionalism, judgment, and discretion

Screens and directs phone calls, visitors, and correspondence, ensuring timely and accurate routing to appropriate departments

Serves as a primary liaison between internal teams and external stakeholders, including donors, alumni, partner organizations, and the general public

Facilitates clear and effective communication across the organization, ensuring the seamless flow of routine and non‑routine information

Leads and supports special projects that strengthen business operations, improve processes, and enhance organizational effectiveness

Conducts research, analyzes information, and prepares summaries or recommendations to support executive decision‑making

Proactively identifies operational improvements and ensures alignment of priorities with executive goals and strategic initiatives

Plans and manages logistics for board meetings, off‑site leadership events, and large‑scale organizational gatherings

Coordinates meetings, receptions, and events for the Huntsville and Washington, DC offices as needed

Oversees office operations and administrative functions, including onboarding, training, and mentoring of assigned staff

Leads the Huntsville administrative team, fostering a collaborative, efficient, and high‑performing work environment

Manages travel arrangements and oversees administrative processes related to financial records, documentation, reimbursements, and compliance for both the Huntsville and DC offices

Qualification

Human resources administrationBudget managementAdvanced computer proficiencyProject managementOffice operations knowledgeInterpersonal communicationConfidential information handlingAnalytical problem-solvingTeam collaborationMentoring staff

Required

Bachelor's degree- No specific discipline and 8 years of experience in complex administrative support services

Strong understanding of human resources administration, budgeting, accounting, payroll practices, and core financial principles

Thorough knowledge of office operations, business policy development, and general administrative best practices

Advanced proficiency in computer software and communication tools

Skilled in accurately interpreting, applying, and communicating policies and procedures

Demonstrated ability to provide high-level administrative support with professionalism, tact, diplomacy, and strong interpersonal communication

Highly skilled in managing multiple projects and deadlines through effective organization, prioritization, and analytical problem-solving

Proficient in preparing agendas, briefing materials, and documentation that support informed executive decision-making

Ability to collaborate effectively across teams, departments, and stakeholder groups, fostering strong communication and productive partnerships

Ability to lead, mentor, and develop administrative staff, cultivating a collaborative, high-performing work environment

Ability to manage budgets, monitor expenditures, and ensure financial practices align with organizational goals and compliance requirements

Proven ability to handle confidential and sensitive information with discretion, while adapting to evolving priorities and identifying opportunities for process improvement