Job Details

Executive Assistant - Finance and Auxiliary Services

Position Number: 6467537
Location: Orem, UT
Position Type: Executive Assistants

Executive Assistant - Finance and Auxiliary Services

Salary: $55,141.00 - $64,871.00 Annually
Job Type: FT Nonexempt Salaried Staff
Job Number: FY2604777
Closing: 8/25/2025 11:59 PM Mountain
Location: 800 W University Parkway, Orem
Division: VP Finance and Auxiliary Services

Position Announcement

At Utah Valley University, the Executive Assistant to the Vice President of Finance and Auxiliary Services plays a pivotal role in ensuring the efficiency and success of one of the university's key divisions. This dynamic position provides high-level administrative, operational, and project-based support, managing complex calendars, coordinating divisional events, supporting budget processes, and maintaining clear and effective internal communications. Acting as a trusted liaison, the Executive Assistant represents divisional leadership on committees and in interactions with stakeholders across campus and the community.

This role offers the opportunity to work closely with university leaders on strategic initiatives while overseeing critical functions such as the GRAMA request process, web content management, and cross-departmental collaboration. With the potential to supervise students or support staff, the Executive Assistant will thrive in a fast-paced environment that values initiative, problem-solving, and professionalism. This is a chance to contribute meaningfully to UVU's mission by supporting the operational and strategic goals that help the university serve its students and community.

Summary of Responsibilities

Executive Support and Office Operations: Manages complex calendars, travel arrangements, and meeting logistics for the Vice President and divisional leadership, ensuring seamless day-to-day scheduling and prioritization. Drafts, edits, and formats reports, presentations, and official correspondence with accuracy and professionalism. May supervise and mentor student and hourly staff, delegate routine tasks, and support team development to ensure effective contributions. Maintains office procedures, supply inventories, and records systems to promote consistent and efficient operations. Serves as a primary liaison for internal and external stakeholders, responds to inquiries on behalf of leadership, and ensures timely, appropriate communication. Represents the VP and AVP on university committees, communicates divisional perspectives, and upholds a high level of discretion and professionalism in all interactions.
Project Management and Event Coordination: Plans, executes, and monitors projects on behalf of the VP, including divisional events such as Tuition and Fee Hearings, Steward Conversations, etc. Contributes to defining project scope and developing project timelines and milestones in collaboration with leadership and coordinates all logistics for events, including venue reservations, catering, accessibility accommodations, and technology needs. Develops and prepares materials such as agendas, programs, and presentation decks, as well as signage for events, and works closely with presenters and technical staff to ensure smooth delivery. Provides on-site support during events by overseeing setup, registration, and guest services. Partners with University Events to manage logistical coordination and collaborates with University Communications to produce and distribute promotional content aligned with institutional branding. Tracks project tasks and milestones, manages follow-up activities, and archives documentation for future use and reporting.
Budget and Financial Administration: Monitors the division's operating and program budgets and provides regular updates and expenditure projections to inform leadership decision-making. Reconciles procurement card transactions and processes travel reimbursements, purchase requisitions, and other financial documents in compliance with university policies. Coordinates with central finance offices as needed to ensure the accuracy and integrity of financial data and supports institutional planning and reporting efforts.
Communications and Special Projects: Drafts and distributes official communications on behalf of FAS leadership, including announcements, policy updates, and urgent notices. Oversees the GRAMA request process, providing guidance and support to the Specialist - Budget/GRAMA, who handles day-to-day responsibilities. Serves as Web Steward and Site Manager for FAS websites, maintaining accurate, accessible, and brand-aligned content. Prepares materials for stakeholder meetings and presentations, including talking points and visual content. Leads or contributes to special projects and analytical initiatives that support divisional goals such as operational efficiency, strategic planning, and revenue generation. Collaborates across departments and administrative units to deliver high-quality, timely project outcomes in support of institutional priorities.
Other duties as assigned.

Qualifications / Licenses / Certifications

Bachelor's degree in business, public administration, communication, or related field and 2 years of progressively responsible administrative/project experience; OR an associate degree plus 4 years; OR an equivalent combination totaling 6 years.

Preferred Qualifications:
Experience with budget or finance operations and event/program coordination preferred. Supervisory experience (student or staff) strongly desired.

Knowledge / Skills / Abilities

Knowledge

Knowledge of office administration practices, procedures, and equipment.
Knowledge of records management and document retention requirements.
Knowledge of applicable laws, regulations, and policies, including GRAMA compliance requirements.
Knowledge of meeting preparation protocols, agenda formatting, and minute-taking standards.
Knowledge of project coordination methods, including scheduling, tracking, and reporting.
Knowledge of institutional structure, departments, and reporting lines to navigate communication effectively.

Skills

Skill in written and verbal communication, including drafting correspondence, reports, and meeting summaries.
Skill in using office productivity software (e.g., Microsoft Office Suite, Adobe Acrobat, database systems).
Skill in scheduling and calendar management for executives and committees.
Skill in organizing, prioritizing, and executing multiple projects simultaneously.
Skill in maintaining confidentiality and handling sensitive information appropriately.
Skill in coordinating meetings, events, and travel logistics.
Skill in compiling and formatting professional documents, presentations, and reports.

Abilities

Ability to exercise sound judgment in decision-making and problem-solving.
Ability to anticipate executive needs and proactively address issues.
Ability to establish and maintain effective working relationships with internal and external stakeholders.
Ability to adapt to changing priorities and handle interruptions with professionalism.
Ability to work independently with minimal supervision while meeting deadlines.
Ability to manage competing priorities while maintaining accuracy and attention to detail.

EEO Statement:

UVU employment decisions are made on the basis of an applicant's qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.

To apply, please visit https://www.schooljobs.com/careers/uvu/jobs/5041372/executive-assistant-finance-and-auxiliary-services

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