Executive Administrative Assistant, Mission Division

1 month ago

Notre Dame, United States Saint Mary's College Full time
Job DescriptionJob Description

Position Introduction

Saint Mary's College is a prestigious institution known for its commitment to academic excellence, community engagement, and fostering a supportive environment for both students and staff. We are looking for a dedicated and professional Executive Administrative Assistant – Mission Division to support our executive team and contribute to the smooth and efficient operation of the college. 

The Executive Administrative Assistant provides high-level administrative support to the executive team, ensuring that their time is effectively managed and that the college's operations run smoothly. This role requires a proactive, organized, and detail-oriented individual who can handle sensitive information with discretion and professionalism.

Job Description  

The Executive Administrative Assistant – Mission Division provides administrative and operational support for a Vice President for Mission and the Division for Mission; performs complex support staff duties which require a high degree of decision-making and independence of action. Confidentiality is held in highest regard.

The Executive Administrative Assistant manages schedules, correspondence, and meetings while maintaining confidentiality. Specific tasks involve taking minutes, preparing presentation materials for the Board of Trustees, and keeping an accurate calendar for the Vice President. The role also entails representing the Vice President to the public, welcoming and screening visitors, and handling phone calls with patience and courtesy. This position will be preparing files and documents for meetings, ensuring the Vice President's schedule runs smoothly, and acting as a liaison between the Vice President's office and other departments. As the senior support staff member, the role provides guidance to other support staff on college policies and procedures, and initiating paperwork for the Vice President, such as travel and purchase requests, and signing check requests and purchase orders as delegated. It includes assisting with committee meetings, maintaining committee schedules and minutes, and managing office supplies. Finally, the role involves reviewing and assisting with division budgets, including operating, endowed, and restricted accounts.

The Executive Administrative Assistant – Mission Division creates the weekly This Week in Mission Newsletter for publication, provides event planning assistance for mission division events throughout the year including potluck lunches, mission education sessions, as well as other events as assigned, and creatively designs posters for campus-wide events and works with College Marketing and Communications departments to develop other material for publication.

The Executive Administrative Assistant – Mission Division administrates weddings for Saint Mary’s College and Church of Loretto in partnership with Campus and Community Events, and acts as the Administrative Coordinator for the Embody Theology Institute.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

Minimum Qualifications  

  • Education and/or experience equivalent to a high school education.
  • At least six years of increasingly responsible administrative experience of a qualifying nature.
  • Extensive knowledge of MS Office, Google Platforms
  • Experience with CANVA (or other graphic design software) and Mail Chimp preferred
  • Exemplary planning and time management skills
  • High-level verbal and written communications skills
  • The ability to maintain positive interpersonal relationships with students, faculty, staff and the public.

Preferred Qualifications    

  • The demonstrated sensitivity to college concerns, issues and operations, especially as they related to the issues of college students and other areas within the jurisdiction of the Vice President.
  • The demonstrated capacity to deal with confidential and sensitive data and exercise good judgment in handling information of this type.
  • The demonstrated ability to supervise administrative functions in an independent and effective manner.
  • The ability to act as an administrative aid in areas of research, correspondence and planning. The ability to exercise judgment to determine issues that may be emergencies or high priority issues that need immediate solutions or attention versus things of lesser importance.

 

Schedule         

40 Hours/ 12 Months/ Monday – Friday

EEO Statement 

Saint Mary’s College is an Equal Opportunity Employer, in keeping with the College’s mission, Saint Mary’s is committed to increasing racial and ethnic diversity at all levels – students, faculty, and staff – and seeks applications from candidates who share this commitment.

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