Job Details

Executive Assistant

Position Number: 7170580
Location: Salt Lake City, UT
Position Type: Executive Assistants

Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative and operational support to the office and its leadership within the University of Utah Institute for Critical & Strategic Minerals (ICSM). This role is central to ensuring efficient daily operations, effective communication, and successful coordination of activities across academic, research, and outreach functions. The ideal candidate is highly organized, proactive, and capable of managing multiple priorities in a dynamic university environment.

This role is ideal for someone who thrives in a collaborative environment and enjoys supporting a wide range of administrative, communication, and organizational functions critical to the success of a university office or institute.

Responsibilities
Calendar & Meeting Coordination:

Manage complex calendars, schedule meetings, coordinate logistics (in-person and virtual), prepare agendas, and ensure timely follow-up on action items.

Travel & Logistics:

Arrange domestic and international travel, including itineraries, accommodations, reimbursements, and compliance with university policies.

Website & Digital Content Updates:

Maintain and update office and/or lab websites to ensure accurate, timely, and engaging content. Collaborate with team members to highlight news, events, and achievements.

Office Operations & Supplies:

Oversee office supply inventory, order materials, and ensure smooth day-to-day operations of the office environment.

Document Management & Information Sharing:

Organize, maintain, and distribute documents using shared platforms. Ensure accessibility and proper version control for internal and external stakeholders.

Lab & External Communications:

Serve as a primary point of contact for external partners and potential users of lab facilities. Provide information, coordinate access, and support relationship-building efforts.

Visitor & User Coordination:

Manage communications with lab visitors and users, including scheduling visits, coordinating logistics, and ensuring a positive and professional experience.

Student Coordination & Reporting:

Assist with scheduling student presentations, reporting activities, and coordinating related events or reviews. Support student engagement and communication processes.

Meeting & Event Coordination:

Organize and support internal and external meetings, workshops, and events, including logistics, materials preparation, and communication.

Proposal & Project Support:

Assist in organizing proposals, compiling required materials, tracking deadlines, and coordinating contributions from multiple stakeholders.

Newsletter & Report Preparation:

Compile, draft, and edit content for newsletters, reports, and other communications that highlight office and institute activities.

Institute Promotion & Outreach:

Support promotional efforts by contributing to communications, marketing materials, and outreach initiatives that enhance the visibility of the institute.

Minimum Qualifications
Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor's degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Experience supporting academic or research units
Familiarity with University of Utah systems and procedures
Experience with event coordination and external stakeholder engagement
Proficiency in the Microsoft Office Suite
Experience with web content management systems
Excellent written and verbal communication skills
Ability to handle sensitive information with discretion

Special Instructions

Requisition Number: PRN45100B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 00002 - EVPAA - Academics
Location: Campus
Pay Rate Range: $56,000 - $68,349
Close Date: 7/15/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/202281