Executive Assistant

Note for Current UM Employees

Current employees must apply internally via ConnectU > connectu.olemiss.edu

The University of Mississippi

"The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential.”

Department Summary

The Division of the Vice Chancellor for Administration and Finance delivers quality service supporting the institutional academic, research and professional programs.  Areas within the division include:  Accounting, Airport, Bursar, Contractual Services, Facilities Management, Facilities Planning, Golf Course, Human Resources, Landscape Services, Office of Contracts Management, Parking and Transportation, Procurement Services, Student Housing, and University Police. Provides high-level administrative and strategic support to multiple executives, proactively managing calendars, communications, and complex logistics while anticipating needs to ensure seamless operations. Serves as a key liaison, disseminating executives’ priorities and policies to internal and external stakeholders. Exercises independent judgment and discretion in handling sensitive matters.

Role Specifications

Below you will find classification and compensation information.  For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -  Administration 

Sub-Family - Administration Operations

Career Track / Level - P1

Grade - 7

Role Summary

Provides administrative and programmatic support to an executive, including calendar management, correspondence management, and presentation or report preparation. Disseminates executives views on policies or issues to internal stakeholders. Exercises judgment and discretion in performance of work in consultation with the Executive.

Examples of Work Performed

• Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public.  
• Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.  
• Manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements.
• Conducts research and information gathering on behalf of the executive and prepares summaries and reports.  
• Develops positive and strategic relationships at all levels of the organization.  
• Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.  
• May be responsible for directing and deploying support staff or other resources.  

Essential Functions

These essential functions include, but are not limited to, the following.  Additional essential functions may be identified and included by the hiring department.

1. Schedules logistics and secures resources for meetings, conferences, and travel.
2. Serves as a first point of contact for individuals and groups, serving as the executives designee when appropriate. 
3. Develops and prepares various communication and presentation materials for the executive.
4. Sends, receives, copies, and distributes communications to the appropriate entities, using judgment and discretion.

Minimum Education/Experience

Education: Bachelors Degree

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Preferred Qualifications

For full consideration, please include a resume and cover letter.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, citizenship, national origin, age, disability, veteran status, or genetic information.

Minimum Physical Requirements

Physical Requirements:  These physical requirements are not exhaustive, and additional job-related physical requirements may be added to these by individual agencies on an as needed basis. 

Corrective devices may be used to meet physical requirements.

Physical Exertion:  The incumbent may be required to lift up to approximately 10 pounds.

Vision:  Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination:  While performing the duties of this job, the incumbent is frequently required to talk and hear; and use hands to finger, handle, or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.