Ellucian Executive Assistant in Fairfax, Virginia

Auto req ID 1657BR Posting Title Executive Assistant Functional Area R&D Job Posting Location(s) US-VA-Fairfax Company Information Ellucian is the world’s leading provider of software, services and insight to higher education. Ellucian helps the higher education community—students, faculty, and staff—achieve their goals more efficiently, effectively, and with reduced risk. Ellucian’s comprehensive suite of software solutions includes student information systems (SIS), finance and HR systems, recruiting and retention systems, among other offerings. With more than 1,500 institutions subscribing to Ellucian’s cloud services and SaaS offerings, the company is one of the largest providers of cloud-based solutions. Ellucian also supports the higher education community with a range of professional services, such as application software implementation, training, education, and management consulting. More than 2,400 institutions in 40 countries rely on Ellucian to help enable the mission of higher education.

Position Responsibilities

The Executive Assistant will provide direct administrative support to the CTO and R&D Executive Leadership Team, on a broad range of tasks.Your ability to adjust direction in response to changing work situations, to accommodate different working styles and to prioritize your own work and tasks will be key to your success. There is nothing beneath you or above you. We're looking for a committed individual with a "whatever it takes" attitude.

Candidates must have the ability to work independently and exercise intelligent judgment with little supervision while exercising a high degree of confidentiality. Candidate must possess the ability to adapt to varying demands with a high level of performance.
The successful candidate will be one who is comfortable working in a dynamic, fast paced roll up your sleeves, team focused environment while managing with precision the most intricate of details. Intuitiveness, maturity, tact, critical thinking, and professionalism are crucial to being successful working within Ellucian’s R&D executive leadership team environment. The successful candidate must also be comfortable interfacing with high profile business stakeholders such as the Ellucian executive team, business partners, and Ellucian’s broader leadership team, always maintaining the highest level of tact, poise and confidentiality. The EA will interface well with all levels and departments of the company and at times its clients and partners, and will at all times represent the executive team in a highly professional and positive manner.

Job Responsibilities:

  • Understand organizational structure and strategic objectives, cascading key messages;

  • Research and develop documents and presentations to prepare R&D executive leadership for various meetings;

  • Anticipate, monitor, and organize schedules according to priorities of R&D executive leadership;

  • Actively manage and prioritize calendar of appointments, plan internal and external meetings and conference calls, book and maintain travel itineraries, and coordinate related arrangements for R&D executive leadership;

  • Create and distribute professional correspondence in traditional, electronic, and social format;

  • Correspond on behalf of R&D executive leaders with other Ellucian colleagues, partners and clients, as needed;

  • Serve as liaison to R&D, handle logistics and presentation elements for meetings;

  • Arrange international and domestic travel for R&D executive leadership;

  • Manage and coordinate R&D events;

  • Oversee the successful onboarding of new R&D team members;

  • Organize R&D Town Hall Quarterly Meetings, curate agenda topics, help prepare presentations, preparing notes and reports;

  • Manage a diverse set of projects, including developing basic project plans and then subsequently driving to successful execution;

  • Prepare expense reports and reconcile corporate credit card for R&D executive leadership.

  • Anticipates R&D’s executive leadership needs; make administrative decisions and requests for information on behalf of the R&D executive leadership based on understanding of the team’s priorities;

  • Exercises sound judgment, tact, diplomacy, integrity and professionalism in all transactions, demonstrating a positive “can-do” attitude;

  • Must possess an aptitude to work independently without significant oversight or instruction to achieve results with a high degree of accuracy and attention to detail;

  • Is action-oriented, has outstanding project and time management skills and is able to react with appropriate urgency to situations and events that require a quick response or turnaround;

  • Is willing to take ownership and drive issues to a quick and solid resolution. The ability to change direction in response to a fluctuating work environment;

  • Is able to maintain a cool and focused persona under pressure, within short time constraints;

  • Is able to establish rapport quickly and adjust his/her behavior to take into account the working styles and perspectives of others.

Position Requirements

  • BA/BS degree in a business major and/or equivalent and 5 to 10 years of experience as an executive assistant or executive level staff.

  • Ability to operate in a dynamic environment, work independently with minimal supervision, take on multiple tasks, shift priorities quickly, prioritize and achieve timely and thorough completion of assignments. Ability to coordinate the input of others in these circumstances.

  • A “sense of urgency,” demonstrated experience working at the board level, working beyond the normal work day.

  • Strong interpersonal skills, including ability to form and maintain effective working relationships. Willingness to provide support to other projects or sectors of the company.

  • Strong planning and organizational skills and key attention to details; demonstrated track record of project management.

  • High level of emotional maturity and professionalism. Ability to work in a discreet manner. Maintaining privacy and confidentiality is a must.

  • Well-developed and effective written and verbal communication skills, with excellent grasp of English grammar, punctuation and format.

  • Exceptional computer skills including intermediate or higher-level proficiency in Microsoft Office Power Point, Excel, Word, Outlook and other business applications.

  • Experience making domestic and international travel arrangements.

  • Prior experience working with financial information is a plus.

  • Willingness to work hard, and have fun while at it.