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 School of Engineering is a dynamic, team-oriented culture that thrives in a high-paced environment. Our school fosters collaboration, where students, faculty, and staff work to innovate and solve real-world challenges. The school is uniquely positioned to offer a diverse set of programs, blending academic rigor with practical, hands-on experiences.

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

• Prepares reports for internal and external organizations by compiling, assimilating, composing sections as needed, interpreting and updating information/data.
• Provides grant management support.
• Coordinates quadrennial review process required for chairs, directors and associate deans.
• Solicits information, analyzes and interprets data collected and summarizes information for incorporation into a final review document.
• Provides operational support for external activities and stakeholders.
• Composes, edits and/or proofreads correspondence to be sent from the Dean’s Office, such as announcements, letters of recommendation and invitations with the assistance of the Dean's Office team if needed.
• Acts as liaison with external departments to ensure proper maintenance of offices, classrooms, and public spaces.
• Manages inventory, space utilization, and secure building access system.
• Manages the Dean’s calendar, travel arrangements, travel authorizations and reimbursements, registration for conferences and memberships to various organizations.
• Plans, arranges and hosts meetings, lectures, retreats, presentations, receptions and other events
• Facilitates logistics such as selecting caterer, venue, and coordinating transportation and hotel accommodations.
• Advises and assists faculty, staff, students and external organizations with event logistics.
• Prepares agendas, attends meetings, records meeting actions and compiles minutes to summarize meeting activities.
• Provides general administrative support by coordinating projects through drafting correspondence, compiling materials, facilitating committee formation and directing activities.
• Performs similar or related duties as assigned or required. 

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.

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 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, national origin, ethnicity, citizenship, age, disability, military status, protected veteran status, genetic information, or any other legally protected status.

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.