Executive Assistant, Student Affairs

Posting Number
Position Title Executive Assistant, Student Affairs
State WI
Employment Status Full Time
Position Status Regular
If Limited Term (End Date of Assignment, Project, or Grant)
Position Type Staff
Job Family Operations and Administrative Services
Position Overview
Be The Difference Begins with Great People.

Are you looking for a new opportunity where you can make the difference in the lives of students and faculty? We're always looking for highly talented individuals to join our team – people who think big, care deeply, and believe in being the difference in their work and community.

We prioritize student success, access to education, and service in our work to educate well-rounded servant leaders who transform their fields, our society and the world. Our Catholic, Jesuit approach emphasizes student engagement with the world around them and formation of the heart and mind.

We believe in our mission: The search for truth, the discovery and sharing of knowledge, the fostering of personal and professional excellence, the promotion of a life of faith, and the development of leadership expressed in service to others. These core values guide our relationships with our students, each other, and our community.

Marquette University offers a rich and competitive Total Rewards package including medical, dental, vision, 403(b) with up to 8% company match, 5 weeks of time off to start, and tuition benefits for employees, spouses, and dependents with no payback requirement For more information, please view the 2024 Total Rewards Guide.

The Executive Assistant, Student Affairs provides high-level administrative and professional support to the Vice President for Belonging and Student Affairs, serving as the Vice President's main assistant and resource person. Is responsible for performing advanced, diversified, complex and confidential duties, while ensuring that the day-to-day operations of the office run efficiently and effectively. Acts as a collaborative partner to the leadership within the division to ensure that its work is run efficiently and effectively. Also responsible for handling multiple communication protocols on behalf of the Vice President, responding to and routing inquiries and concerns from a variety of critical stakeholders including Marquette board members, senior leadership, employees, students, parents and the public. This position also serves as support for special projects, working closely with others in the Division of Belonging and Student Affairs where appropriate, and collaborating with all levels and departments within the university.

This is your next opportunity to join an organization that invests in their employees' career journey by diversifying their skills, deepening their expert knowledge, encouraging a healthy work-life balance, focusing on personal wellbeing, providing leadership training, and sustaining a culture of respect and inclusion.

Duties and Responsibilities
1. Act as the "point person" for the Vice President

• Represent the Vice President to all internal university personnel, external callers and visitors, students, parents and other contacts.

• Promote a positive image of the University by greeting and receiving visitors, responding to inquiries from diverse constituents and providing authoritative information regarding policies or decisions.

• Follow-up with offices/staff to ensure any concerns or problems are resolved.

• Develop and maintain a comprehensive understanding of the work of the division and the university to support the Vice President and to be responsive to the needs of critical stakeholders.

• Evaluate and prioritize communications/questions/concerns/problems brought forward to determine if they require the leaders' immediate attention or can be referred to other appropriate offices or persons.

2. Provide administrative support for the Vice President

• Calendar responsibility, which includes creating and accepting meeting requests, delegating or declining meetings as needed and combining meeting requests with the same subject matter; prioritize appointments and functions based on importance; create a balanced daily calendar that accommodates appointments but allows time for the leaders to attend to other matters of significance, attend events, and complete work. Shift priorities as needed and keep leaders abreast of all upcoming meetings in the future.

• Support the Vice President as needed including answering and directing telephone calls, drafting, editing and/or updating correspondence, reports and speeches. Review, refer, or personally address incoming mail.

• Arrange complex and detailed travel plans, itineraries and agendas for the Vice President.

• Independently compose and finalize correspondences, meeting minutes, reports, presentations and other documents, using experience and judgment to determine what should be included in each document.

• Coordinate and prepare materials for the meetings of the Trustees' Committee on Student Experience and Academic Excellence.

3. Hire and supervise office student staff.

4. Provide support for financial and personnel actions. Responsible for processing and managing both along with obtaining approval from the Vice President or other leaders when applicable.

5. Collaborate in the planning and organizing of special events sponsored by the Division of Belonging and Student Affairs.

6. Where appropriate, coordinates with senior administrators in Belonging and Student Affairs to ensure the accuracy and timeliness of all documents originating from the division.

7. Assist with the updating, distribution and collection of various publications within the division. Maintain a file of deadline dates. Supervise the creation and maintenance of files and records.

8. Serve as a resource to divisional staff, including assistance with special projects.

9. Attend relevant meetings, trainings and development programs.

Required Knowledge, Skills and Abilities
High school diploma

A minimum of 6 years of related administrative experience.

Strong orientation to providing high quality customer experience.

A high degree of student-centeredness

Careful attention to detail, ability to follow complex, multi-step procedures to complete tasks, and strong organizational skills expected.

Independent thinking, sound judgment, flexibility, ability to work well under pressure, ability to maintain confidentiality imperative.

Ability to collaborate effectively required.

High degree of cultural competency and the ability to work with diverse colleagues a must.

Strong grammar and writing skills; tact, diplomacy and verbal skills suitable to a college environment required.

Must have values compatible with and supportive of Marquette's mission as a culturally diverse, Catholic, Jesuit University.
Preferred Knowledge, Skills and Abilities
Bachelor's degree preferred.

Previous experience in higher education administrative operations desired.

Knowledge of student affairs and diversity, equity, and inclusion offices preferred.

Ability to multi-task, to problem solve and to work with minimal supervision.

Experience with Microsoft SharePoint desired. High proficiency in Microsoft Word, Excel, Outlook Calendar and Adobe Creative Suite software desired.
Department Office of Student Affairs