Job Details
Executive Assistant
Executive Assistant
Requisition Number: 68743
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 26-Nov-2025
Date Posted:
Job Summary
The Finance and Business office at CU Boulder invites application for an Executive Assistant! This position is a part of the Budget and Finance (B&F) team and reports to the Associate Vice Chancellor for Budget and Finance.
The position is responsible for a variety of supporting roles for B&F departments and staff, executing high-level customer service while prioritizing workloads according to the immediate needs of the unit. Units within Budget & Finance supported by this position include the Campus Controller's Office and Budget and Fiscal Planning.
This position works independently, with extensive latitude for the use of initiative and judgment, and has the authority to make decisions, as delegated, to aid in the success of the unit while ensuring compliance with state and university policies and procedures. This position represents Budget & Finance to university constituents and community partners in a professional and knowledgeable manner. CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.
Who We Are
Business, Finance and Infrastructure (BFI) works to ensure the University of Colorado Boulder has a strategic, systematic, and comprehensive approach to all areas of resource planning and management. BFI is led by the Senior Vice Chancellor for Finance and Business and is comprised of the following areas.
- Auxiliary Services: Children's Center, CU Book Store, Imaging Services, Parking Services
- Budget & Finance: Budget & Fiscal Planning, Campus Controller's Office
- Business Strategy: Business Strategy Office, Real Estate Services
- Infrastructure and Resilience: Environmental Health & Safety, Facilities Management, I&R Sustainability, Planning, Design and Construction
What Your Key Responsibilities Will Be
Executive Support: Provide primary executive support for the associate vice chancellor for budget and finance and the campus controller position in the Budget & Finance unit.
- Maintain, organize, and prioritize the executives' calendars. Schedule meetings on the executive's behalf. Utilize knowledge of priorities, preferences, and needs to respond to inquiries in a timely and effective manner. Use discretion to screen contacts accordingly. Advise and prepare executives of upcoming commitments and events.
- Provide ad hoc scheduling support upon request for other Budget & Finance leaders, primarily for campus committees, external engagements, or System partners.
- Coordinate and participate in departmental committees and meetings. Provide strategic and logistical leadership for department events, trainings, and meetings. Recommend participants as appropriate. Confirm objectives and discussion topics, create agendas, compile supplementary materials, take and disseminate minutes, and follow-up on previous action items and decisions. Recommend content and focus. Assist with presentations, as needed. Take and disseminate minutes and follow up on objectives.
- Meet regularly with executives to review initiatives and goals. Support special projects and initiatives for the unit. Monitor progress and discuss milestones with the executives. Perform research and create reports, as assigned. Support and assist with the development of procedures and policies (Recognition Programs, Delegations of Authority, etc.). Provide input for decisions with a focus of ensuring strategic alignment across Budget & Finance. Draft, format, edit, finalize, and distribute original correspondence, documentation, and communications. Draft communications and distribute on behalf of executives.
- Serve as a knowledgeable and trusted intermediary and partner. Uphold a strict level of confidentiality. Exercise utmost discretion, diplomacy, and professionalism in all matters, especially those involving sensitive information.
- Act as a delegate for the executives. Serve as travel arranger for the executives - make travel arrangements and submit travel reports on their behalf. Distribute documents for signature via DocuSign or other means. Approve timesheets and leave requests on behalf of the executives.
- Initiate, process, and complete procurement for the department. Use CU Marketplace and CU Procurement Card for appropriate purchases. Serve as point of contact with suppliers and Procurement Service Center. Maintain service contracts and tracking of expenses and receipts. Oversee records retention and organization.
- Complete expense reports and financial reporting and reconciliation.
- Assist office staff with questions regarding purchasing, travel, and expenses. Review and approve employee travel and expense reports on behalf of the executives.
- Procurement card holder for Budget & Finance purchases. Maintain compliance with policies and procedures for procurement case use and uses card for departmental expenses.
- Foster and maintain a productive working relationship with supervisors and their staff. Be familiar with the roles and responsibilities of the office as it pertains to the work of the University. Serve as a point of contact for external inquiries and refer inquiries to appropriate office staff.
- Initiate and manage office operations. Attend University and/or external training to maintain compliance with proper policies and procedures and to learn innovative business practices. Recommend and implement procedural changes to improve administrative operations.
- Acquire, assign, distribute, and track department equipment.
- Work with supervisors and HR staff to support personnel actions including recruitment, onboarding, offboarding, and performance management.
- Assist with department communications as assigned.
- Serve as liaison with campus and University departments including, but not limited to Emergency Management, Facilities Operations, Office of Information Technology, Parking Services, Mailing Services, Property Services, and the Procurement Service Center. Participate in liaison meetings and trainings, as appropriate
- Assist with event planning for departments in B&F including annual retreats, staff appreciation, meetings, and trainings. Notifies attendees, creates and distributes meeting materials, and arranges modality, space, and equipment, as appropriate.
- Provide support with website maintenance, specifically understanding when B&F and BFP websites should be updated and working with content creators to ensure updates are provided. Liaise with website maintenance team to ensure updates are made to webpages.
What You Should Know
- Hybrid work modality with 2-3 days in office per week.
What We Can Offer
- The salary range for this position is $58,200 - $65,500 per year.
Benefits
At the University of Colorado Boulder, we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County's largest employers, CU Boulder offers an inspiring academic community and access to world-class outdoor recreation. Explore additional perks and programs through the CU Advantage program.
Be Statements
Be collaborative. Be engaged. Be Boulder.
What We Require
- Bachelor's degree and one plus (1+) years of progressively responsible administrative support experience including working with high-level leadership.
- Equivalent combination of education and experience may substitute.
What You Will Need
- Ability to work independently and with initiative.
- Ability to assess a situation and initiate an appropriate action or response.
- Strong customer service orientation.
- Strong attention to detail.
- Excellent organizational and time management skills.
- Ability to work effectively in a demanding environment and meet deadlines.
- Ability to work with multiple parties to coordinate both large scale and smaller participant meetings.
- Ability to explain and enforce organizational policies.
- Excellent written and verbal communication skills.
- Comprehensive understanding of ethics and confidentiality.
Special Instructions
To apply, please submit the following materials:
1. A current resume.
2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.
Please apply by November 26, 2025, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Executive-Assistant/68743
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