Executive Assistant

Grand Canyon University! One of Arizona’s leading institutions of higher learning. Located in the Valley of Sun in the heart of Phoenix, Arizona, GCU is a regionally accredited, private, nondenominational Christian University.

The Executive Assistant for the Chief Administrative Officer and General Counsel plays a pivotal role by efficiently managing administrative tasks, scheduling appointments, coordinating meetings, and facilitating communication within the department and with external stakeholders. This role requires exceptional organizational skills, discretion in handling sensitive information, and the ability to prioritize tasks effectively to ensure the smooth operation of legal processes and procedures.

What you will do: 

• Coordinate critical work processes and projects that are department wide; provide administrative management assistance to all department staff; manage complex and frequently changing calendars.
• Prepare complex documents and presentations; may have to integrate data from several department functions to provide overall summary report.
• Work with department management to streamline department processes and flow of information; works as liaison with other departments to increase data/information efficiency.
• Assist in budget preparation for department head and troubleshoots variances for budget reconciliation.
• Manage the requisite calendars, coordinating calendars with university offices, faculty, students, management and external parties to set up meetings and supervise the arrangement of related logistics such as site locations, reservations, travel arrangements, audio-visual equipment, catering, etc.
• Attend meetings to serve as recorder and distributes meeting minutes as requested.
• Assist with planning and organizing special events, conferences, meetings, etc. initiated or hosted by the department including preparation and coordination of plan details, logistical arrangements, timelines and communications based upon the event. 
• Receive and reconcile receipts, statements, invoices, expense reports, etc., identifies and resolves discrepancies, and submits for payment or approval; follows up as necessary on payments.
• Maintain physical and electronic files and may prepare/compile reports which may include highly sensitive information.
• Other duties as assigned.

What you will need:

• Bachelor’s Degree preferred.
• Minimum 5 years’ experience in administrative capacity for large department/function.
• Exceptional interpersonal skills and customer/student service focus with the ability to remain calm under pressure or when dealing with difficult customers.
• Ability to manage multiple tasks and projects simultaneously with exceptional organization skill and attention to detail.
• Skilled in spreadsheet applications and proficient in mathematical aptitude.
• Ability to cope with changing priorities, and manage timelines, in an effective and organized manner.
• High proficiency level with MS Office applications including Word and Excel; calendar software; basic proficiency with databases and the ability to quickly learn new applications such as e-procurement software, CRM, xRM, Campus software, etc.
• Good problem solver with critical thinking skills.
• Sensitive to and respectful of cultural differences.
• Good judgment and ability to maintain discretion in handling or viewing confidential information.

Why work at GCU:

• Exceptional workplace benefits include medical, dental, vision, life and disability insurance, flexible spending accounts, a 401K savings plan
• Generous time off plan and 11 paid holidays
• Paid time off to volunteer in the community or at GCU sponsored events
• Free covered parking
• We also offer full-time employees, their spouses, and dependent children an Education Tuition Discount Program
• Free on-site gyms on campus