Executive Administrative Assistant, Inclusion

3 weeks ago

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

Position Introduction

Are you passionate about fostering an inclusive and equitable environment in higher education? Saint Mary's College invites applications for the position of Executive Administrative Assistant in the Department of Inclusion and Equity.

The Executive Administrative Assistant provides high-level administrative support to the Vice President for Inclusion & Equity and the division's leadership team. This role requires exceptional organizational, communication, and leadership skills to ensure the smooth functioning of the division. The Assistant will be responsible for administrative operations, event coordination, internal and external communications, and supporting leadership initiatives. Confidentiality is essential to this position.

Job Description

The Executive Administrative Assistant will manage the Vice President's calendar, including scheduling meetings, appointments, and travel arrangements, serve as the first point of contact for visitors and incoming communications, ensuring that all interactions are handled professionally and courteously, prepare and edit correspondence, reports, presentations, and other documents for the Vice President. This position will maintain organized digital and physical filing systems, ensuring confidentiality and accessibility, oversee office operations, including purchasing supplies, managing office technology, and addressing day-to-day office needs, and division-wide administrative tasks such as budget tracking, and expense reports.

The Executive Administrative Assistant will plan, coordinate, and execute division-sponsored events, including workshops, retreats, and community outreach programs, liaise with internal departments and external partners to ensure seamless event logistics (venue, catering, technology support, etc.), and manage communication strategies, including drafting and distributing internal and external communications, such as newsletters, memos, and promotional marketing materials, to promote division initiatives and events. Assist in developing and maintaining the Division of Inclusion & Equity's social media and web presence, ensuring alignment with institutional messaging.

The Executive Administrative Assistant will collaborate with directors within the Division to ensure cross-functional support of the division's goals, prepare materials for meetings, including agendas, minutes, and briefing documents, serve as an advisor to the leadership team, offering input on administrative processes and project execution, and lead special projects and initiatives as assigned by the Vice President to support divisional goals.

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
  • Bachelor's degree required, with 5+ years of experience in administrative support at the executive level, preferably in higher education or a related field.
  • Extensive knowledge of MS Office Suite, Google Platforms, CANVA (or other graphic design software) and Mail Chimp, Constant Contact preferred
  • Exceptional organizational, project management, and time management skills with superior attention to detail.
  • Excellent verbal and written communication skills, with the ability to engage with diverse populations.
  • Ability to support and collaborate with multiple offices, manage a diverse team of student workers, and maintain positive interpersonal relationships with students, faculty, staff, and the public.
  • Experience working in a culturally competent manner, fostering an environment of equity and inclusion.
Preferred Qualifications
  • Flexibility and willingness to adapt to the needs of a dynamic and growing division.
  • Ability to work independently with minimal supervision, taking initiative, and leading projects.
  • Willingness to engage in continuous learning to support the division's evolving goals.

Schedule

40 Hours/ 12 Months/ Monday - Friday

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