Executive Administrative Assistant to The President

3 weeks ago

Philadelphia, United States La Salle University Full time

Position Overview

**Position Title**
- Executive Administrative Assistant to the President**Department**
- 110000 - Office of the President**Position Type**
- Regular**Position Classification**
- Full-Time, 12 months**Grant/Gift Funded (all or a portion)?**
- No**If Temporary or Grant Funded, Start Date and End Date**
- Position Description/Posting Details

**Posting Number**
- S1133P**Position Summary**
- The Executive Administrative Assistant to the University President plays a critical role in supporting the President in their administrative duties, ensuring smooth operations, effective communication, and efficient workflow within the Office of the President. This position requires a high level of professionalism, discretion, and organizational skills, as well as the ability to handle a wide range of responsibilities with tact and diplomacy.**Essential Duties**

**Communication and Liaison**:

- Conduct research and gather information to determine a course of action for aforementioned communications and prioritize them accordingly.
- Draft, proofread, and edit correspondence on behalf of the President. This includes, but is not limited to responding to inquiries, scheduling meetings, disseminating information, following up on action items, and writing letters and notes such as invitations, acknowledgements, thank-you notes, requests for support, and responses to questions about university initiatives.
- Assist the Chief of Staff with facilitating communication between the President and other university administrators, faculty, staff, students, alumni, trustees, government officials, donors, and external partners.

**Administrative Support**:

- Manage the President’s schedule, including scheduling meetings, appointments, and events to ensure proper prioritization and optimum use of time.
- Manages the President’s travel schedule and serves as liaison to the Finance Office to processes all business expenses resulting from the President’s travel and events.
- Proactively organizes meeting and event materials and documents for the President and follows up with proper points of contact to ensure the President is briefed and prepared for their role in the meeting or event.
- Serves as liaison for events involving the President including working with University Communications and office liaisons across campus to ensure the President has all necessary information for events (e.g., attendance, talking points), finalize all event materials for the President, and coordinate travel and attendance of guests of the President and the President’s partner as needed and if applicable.
- Coordinate logistics for events and functions hosted by the Office of the President.
- Coordinate with other university departments and offices to ensure alignment with the President’s objectives.
- Monitor progress on key initiatives and follow up on action items as directed by the President and/or President’s Chief of Staff.

**Office Management**:

- Maintain and organize confidential files, documents, and records related to the Office of the President in an organized and efficient manner.
- Order supplies, manage budgets, and process expenses for the Office of the President.
- In consultation with the Chief of Staff, review and administer the budget for the Office of the President.
- Supervise student assigned to support the President, if applicable.

**Secondary Responsibilities**
- Is responsible for ensuring coverage of the Office of the President, including fulfilling the duties of the other office staff as necessary.
- Manages special projects as assigned.
- Provides support on personal matters as they intersect with University business to the President and their partner as needed and if applicable.

**# of Direct Reports**
- 0**Required Qualifications**
- Bachelor’s degree and minimum 5 years of experience in an administrative role.
- Previous experience providing executive-level support in a fast-paced environment.
- Excellent written communication skills including the ability to compose effective communications to audiences within and outside the university community.
- Excellent verbal communication skills including the ability to speak and listen effectively to audiences within and outside the university community.
- Excellent attention to detail and demonstrated ability to prioritize levels of work and make decisions independently.
- Knowledge of and commitment to the mission of La Salle University.

**Preferred Qualifications**
- Previous experience providing executive-level support in a higher education or a related field.
- Proven experience working with high level key external constituencies such as trustees and donors.

**Physical Requirements and/or Unusual Work Hours**
- Evening and weekend work, as necessary, to support the President.
- Flexibility to adapt to changing priorities and work outside of regular business hours when necessary.

**Special Instructions to Applicant**La Salle University offers

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