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Executive Assistant

Date: November, 2013
Reports to (Job Title): Executive Officer
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The Executive Assistant provides logistical and administrative support to the Chief Information Officer (CIO) and at times acts as the CIO’s agent in specific matters, ensuring administrative tasks are completed with minimal involvement of the CIO and enabling the CIO to focus attention on strategic and management issues. This position involves extensive liaison with senior University administrators, and senior executives and their offices in government, business and industry. The Executive Assistant is also responsible for managing the department’s space and facilities and coordination of the department’s travel and professional development.

Key Accountabilities:

1.  Ensure the effective functioning of the CIO through activities such as calendaring, meeting management, document creation, travel arrangements and inbox management.

Schedule and prepare for CIO meetings

Write emails, reports and correspondence on behalf of CIO

Lead, contribute to or track specific projects as required;


Management of Space and Facilities

In consultation with the CIO and the Executive Officer, allocates space to groups within IST

Oversees and co-ordinates short-term and long-term space planning for the department

Coordinates all external networking agreements.

Oversees all moves and renovations and the issuing of all work requests

Oversees all operations of IST space, including reporting necessary repairs and alterations, advising occupants of shutdowns, processing lock changes, and monitoring security concerns

Provides direction on space-related problems and issues

Oversees issuing of all work requests

Serves as IST’s representative on the University’s Space Information Advisory Group, chaired by the Associate Provost, Resources

Chairs IST’s Space Committee


3. Management of department’s professional development

Develop and maintain professional development budgets

Provide guidance to travelers

Interpret UW’s travel policy and audit travel claims

Position Requirements


University degree or equivalent education and experience


Minimum 5 years experience in administrative roles with increasing levels of responsibility

Demonstrated high level of organization and ability to manage high volumes of activity and change

Demonstrated ability to maintain confidentiality and support the management team

Excellent written and verbal communications.


MS Word Excel PowerPoint Other
Advanced Average Average Visio

Nature and Scope

Interpersonal Skills:

The Executive Assistant requires the ability to remain calm and organized during busy, changing or challenging times, and is a clear and positive verbal communicator. The Executive Assistant pays close attention to detail (e.g. as it relates to scheduling, travel arrangements, report content, etc) and takes a continuous improvement approach to own and CIO's personal organization strategies.

The Executive Assistant has specialized work with minimal supervision and provides guidance to other members of the administrative team, as well as providing technical support and assistance as needed.

The Executive Assistant resolves scheduling conflicts and applies judgment to determine priority meetings and relationships, gathers information and compiles/writes reports, and resolves conflicting priorities for work leveling.

Level of Responsibility:

Problem Solving

The Executive Assistant resolves scheduling conflicts and applies judgment to determine priority meetings and relationships, gathers information and compiles/writes reports to tight deadlines, and resolves conflicting priorities for work leveling.


Financial Accountability

The Executive Assistant monitors expenses against budget, identifies and investigates anomalies, and reports regularly to the Executive Officer. The Executive Assistant has signing authority for a purchase card up to a pre-set budget amount, and is responsible for making travel, professional development, external networking, and consulting/fee-for-service arrangements  within pre-set budget parameters. The Executive Assistant also will have the CIO’s personal credit card information to make travel arrangements.


Internal and External Contacts


The Executive Assistant interacts with IST Directors and Managers, IST co-workers, and in a mentoring capacity to the administrative assistants (to obtain action, motivate, and discuss information). The Executive Assistant interacts for the purpose of receiving instruction, scheduling or information gathering or sharing with the Provost (to whom CIO reports) and other senior administrators. The Executive Assistant also exchanges information with Plant Operations regarding building issues and with Finance regarding travel and professional development for the department.



The Executive Assistant obtains, clarifies and discusses information with consultants, government agencies, local business contacts (e.g. for scheduling meetings, making travel arrangements).scheduling meetings, making travel arrangements).

Decision-Making Authority:

The Executive Assistant makes decisions regarding departmental space, travel or event itineraries and costs, resourcing and priorities for the CIO; responses to requests for information, and prioritizing conflicting requests for meetings.

Physical and Sensory Demands:

This role requires exertion of physical or sensory effort resulting in slight fatigue, strain or risk of injury.

Working Environment:

This role involves minimal physical or psychological risk resulting from unavoidable exposure to hazardous, disagreeable or uncomfortable environmental conditions. These may include lack of control over work pace due to work processes, irregular and/or high volumes beyond one's control, multiple and/or tight deadlines beyond one's control and constant interruptions (e.g. phone calls, e-mails, unplanned but urgent support requests, or emergencies).