Executive Administrator, Provost Office

Job Summary

Reporting directly to the Provost, the Executive Administrator provides high-level administrative and strategic support for the Provost and certain offices within the Provost's portfolio. The Executive Administrator serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Provost. This position requires sound judgment, exceptional organizational and communication skills, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced, mission-driven academic environment.

Essential Functions

• Executive and Administrative Support
  
  
  
  • Manage the Provost's calendar, ensuring appropriate prioritization, preparation materials, and follow-up for meetings and events.
  • Coordinate complex scheduling and logistics with trustees, deans, faculty, staff, and external partners.
  • Review, edit, and prepare correspondence, reports, and other documents for the Provost's signature, ensuring clarity, accuracy, and timeliness.
  • Maintain organized records and track deadlines for Provost-related initiatives, reports, and institutional commitments.
  • Serve as a liaison between the Office of the Provost and the Office of the President to ensure alignment on shared initiatives and communications.
  
  
  
  
• Governance and Committee Support
  
  
  
  • Provide administrative support to the Academic Affairs Committee of the Board of Trustees, Deans' Council, Academic Council, and other university committees.
  • Prepare and distribute confidential meeting materials, agendas, and reports; record minutes and track follow-up actions.
  • Collaborate with the Office for Faculty Excellence & Academic Culture on faculty lifecycle processes, including promotion and tenure documentation and communications.
  • Assist in the preparation of faculty-related materials for Board of Trustees meetings.
  
  
  
  
• Communications and Institutional Relations
  
  
  
  • In coordination with the Provost's Office Communications Team and Vice Provost for Academic Strategy, manage institutional communications from the Provost, including major announcements and campus-wide messages.
  • Partner with Institutional Advancement and other divisions to support communications involving trustees, donors, and other external audiences.
  • Ensure that the Office of the Provost maintains a current and accurate digital presence for policies, leadership bios, and committees.
  
  
  
  
• Event Planning and Coordination
  
  
  
  • In collaboration with the Office of Protocol, plan and manage key university events hosted by the Provost, including: Faculty Awards Dinner, New Academic Year Kick-Off Celebration, Breakfasts with the Provost, Faculty Fellow Reception, Provost-hosted Athletics events
  • Oversee logistics for search committee processes, including coordination with search firms, scheduling finalist visits, and ensuring smooth communications with all stakeholders.
  
  
  
  
• Student-Facing Initiatives
  
  
  
  • Manage Provost's Office student-facing projects, ensuring consistent communication, engagement, and program delivery.
  • Oversee student programs such as the Nina Henderson Provost Scholars Program, including strategic and operational management of the group, coordination of events, communications, and related engagement activities.
  • Serve as a central point of contact for students and student organizations interacting with the Office of the Provost.
  
  
  
  
• Operations and Records Management
  
  
  
  • Develop and maintain an Office of the Provost Operations Calendar tracking all key projects, timelines, and responsible parties.
  • Partner with the Senior Vice Provost for Finance and Administration and the Executive Director of Finance and Administration to ensure efficient office operations and financial management.
  • Lead the development and maintenance of a comprehensive Records Management Program for the Office of the Provost.
  • Coordinate with the Director of Policy Compliance, Academic Council, Faculty Senate, and other stakeholders on the University Policy Compliance Process.
  • Supervise student employees in Main 102 and ensure consistent front desk coverage and professional office presentation.
  
  
  
  

Required Qualifications

• Minimum of a Bachelor's Degree or the equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)
• Minimum of 5-7 years of progressively responsible administrative experience, preferably in higher education or a complex organization
• Demonstrated ability to manage confidential information with discretion.
• Exceptional organizational, communication, and interpersonal skills.
• Proven ability to manage multiple priorities under pressure and to work independently and collaboratively.
• Proficiency in Microsoft Office Suite and relevant university information systems

Preferred Qualifications

• Master's degree
• Experience working in higher education

Physical Demands

• Typically sitting at a desk/table

Location

• University City - Philadelphia, PA

Additional Information
This position is classified as Exempt, grade M. Compensation for this grade ranges from $ 75,200.00 to $ 112,790.00 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel's compensation framework. For information about benefits, please review Drexel's Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.