Executive Assistant & Strategic Operations Manager at Colorado Anschutz

Executive Assistant & Strategic Operations Manager

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you'll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado's system administration includes 19 units that provide essential services to CU's campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you're passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey.

Position Summary:

The Executive Assistant & Strategic Operations Manager provides high-level executive, administrative, integrative, and project coordination support to senior Advancement leadership, including the Vice President for Advancement. This role requires independent judgment, discretion, and a proactive approach to aligning executive priorities in a remote environment.

In addition to traditional executive support, this position functions as part of the Business Operations team as an organizational integratorensuring alignment across leadership priorities, projects, communications, and operational follow-through. The role serves as a trusted partner to executive leadership by orchestrating complex schedules, facilitating leadership meetings, preparing executive-level materials, managing projects, and driving accountability for strategic initiatives.

The position functions as a key liaison across Advancement, campus partners, and the CU Foundation and plays an integral role in the effective operation of the System Advancement Leadership Team. As a member of the Business Operations team, this role reports to the Director of Budget, Finance & Business Operations, with dotted line reporting to the Vice President for Advancement.

Where You Will Work:

Applicants must be Colorado residents or able to relocate to Colorado within a month of starting employment with University of Colorado System Administration. The CU System Office of Advancement follows a "flexibility first" approach that blends a highly hybrid work environment (part work from home, part in office) with planned in-office work to facilitate collaboration, strategic planning, and teaming. This model currently includes two (2) required callback weeks annuallywhen all our colleagues are expected to be together in the office. Plus up to two (2) additional in-person meeting weeks each year as determined by the supervisor. In addition, other in-office days are defined by business need for each position. For this specific role, two to three additional days are required in the office each month. Any additional in-office time will be determined by this position's manager. This role is expected to work from the CU System office at 1800 Grant St. in Denver, Colorado, during in-office work time.

Please note, leadership may adjust in-office work requirements with a minimum of three months' notice before any change can be implemented.

Equal Opportunity Statement:

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.

Duties & Responsibilities:

Duties and responsibilities of the position include, but are not limited to:

Executive & Administrative Support

Provide comprehensive executive support to the Vice President and up to three Associate/Assistant Vice Presidents who make up the Advancement Leadership Team, including complex calendar management, multi-stakeholder correspondence and coordination, and travel and expense report support in a remote environment.

Serve as the primary point of contact for senior-level internal and external partners, exercising discretion and professionalism.

Draft and distribute executive-level correspondence and communications as requested.

Manage the leadership team program plan and associated processes, integrating key workflows and initiatives into annual schedules for leadership, management, and staff meetings, proactively resolving conflicts and optimizing executive time.

Act as a thought partner to executive leadership by organizing task lists, monitoring follow-up items, and ensuring accountability for critical initiatives.

Materials Creation & Executive Communications

Draft meeting materials including PowerPoint presentations, Excel files, and Word documents as needed for the VP and leadership team.

Coordinate specific meeting arrangements including organizing and setting agendas and developing or coordinating relevant meeting materials.

Proactively generate materials by synthesizing past materials and other relevant documents

Follow up to ensure materials are received and shared with relevant participants prior to meetings to ensure full engagement and efficient use of time.

Use data from Advancement's customer relationship management system (CU Ascend) and associated tools to create reports, spreadsheets, and correspondence on behalf of the Vice President for Advancement.

Assist with internal and external communication and improve transparency by proactively identifying communications needs and sharing feedback from employees with VP and leadership team.

Provide excellent, confidential communications support for the VP and leadership team as needed through all modalities verbal, written, and online meetings working closely with Advancement communications teams as appropriate.

Project Management & Executive Enablement

Facilitate regular leadership planning, review, and strategy sessions, ensuring meetings are well-structured, focused, and outcome oriented.

Track action items, results, and target dates; follow up with appropriate partners to support timely execution.

Apply project management discipline, including planning, scope management, issue tracking, and communication.

Serve as support to leadership by identifying risks, surfacing challenges, and proposing resolution options.

Facilitate agendas and serve as host/emcee for staff meetings as appropriate, providing updates and ensuring clear communication.

Integrator & Cross-Functional Alignment Responsibilities

Function as an integrator across senior leadership priorities, ensuring alignment between strategy, operations, communications, and execution.

Translate executive direction into coordinated actions by clarifying priorities, sequencing work, and ensuring shared understanding across leaders and teams.

Assess progress across leadership initiatives and interdependent projects, identifying gaps, overlaps or misalignment, and elevating issues for resolution.

Facilitate coordination among executives, directors, and functional leaders to ensure decisions are implemented consistently and effectively.

Reinforce accountability by following commitments made by leadership, supporting follow-through, and diplomatically handling when priorities drift.

Serve as a stabilizing presence in a remote environment by maintaining structure, cadence, and continuity across leadership workflows.

Support leadership decision-making by integrating information from multiple sources into clear summaries, recommendations, and next steps.

Process Improvement & Strategic Support

In conjunction with the Director of Budget, Finance & Business Operations, support the Advancement strategic planning process, including development of annual planning materials, coordination of inputs, and progress tracking.

Serve as a subject matter expert for Monday.com, supporting leadership and staff in project and plan tracking.

Find opportunities to streamline processes, improve workflows, and leverage technology to increase efficiency.

Exercise independent judgment in problem-solving and drive follow-up and resolution of issues arising from leadership discussions and executive meetings.

Handle special projects and perform related duties as assigned.

What We Offer:

Salary: The anticipated hiring range has been established at $85,000-$95,000.

CU System Administration takes into consideration a combination of the selected candidate's education, training and experience as it relates to the position, as well as the position's scope and complexity, internal pay equity and external market value when determining a salary level for potential new employees.

Benefits: With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.
• Disability, Life, Vision Insurance options.
• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan