Executive Assistant

Position Summary Information Advertisement St. Catherine University invites applications for a detail-oriented, proactive, and highly organized Executive Assistant to support the Senior Vice President for Student Affairs, Equity, and Belonging (SAEB). This full-time role is essential to the effectiveness and smooth operation of the SAEB division and plays a key part in advancing the division’s mission and university priorities. This position supports the SVP of SAEB in decision-making processes, policy development, and operational oversight, and provides technical, analytical, and data integrity support for the division. As an integral member of the Student Affairs, Equity, and Belonging (SAEB) team, the Executive Assistant contributes to the overall success of divisional operations. The Executive Assistant independently performs advanced and confidential administrative, analytical, and reporting duties that require broad experience, strong skills, and comprehensive knowledge of university policies and practices. Responsibilities include ensuring the continuity, accuracy, and timeliness of correspondence, reports, and other information issued by the SVP’s office.The position ensures effective coordination and oversight of divisional events and contributes to university-wide event planning. It also supports division meetings and Board of Trustees processes, preparing supporting materials and briefings for the SVP on a range of topics and initiatives. The Executive Assistant resolves both routine and complex inquiries, including matters related to financial, legal, and regulatory processes, and provides project support for divisional and institutional priorities. The role requires minimal oversight and demands discretion, independent judgment, and tact. The role requires minimal oversight and demands discretion, independent judgment, and tact. As a front-facing representative of the division, the Executive Assistant ensures that all interactions are professional, thoughtful, and helpful. Responsibilities Include: Serve as the primary point of contact for the office of the Senior Vice President for Student Affairs, Equity & Belonging, representing the office with professionalism, discretion, and a commitment to inclusive engagement. Provide high-level administrative support, including proactive calendar management, prioritization of meeting requests, and independent judgment in resolving scheduling conflicts. Anticipate needs by reviewing schedules in advance, preparing materials, and ensuring both SVPs are fully briefed for upcoming engagements. Coordinate and manage meeting logistics, including room reservations, catering, technology setup, taking minutes, and travel arrangements. Handle email and phone inquiries, triaging messages, identifying urgent issues, and responding appropriately to ensure timely and effective communication. Maintain a high degree of confidentiality when managing sensitive information, relationships, and institutional priorities. Track key priorities, timelines, and requests across both divisions; use tools such as Microsoft Office, Zoom, and Teams to streamline project coordination. Assist with the development of reports, presentations, and communication materials—gathering data, drafting content, and ensuring high editorial standards. Organize and maintain physical and digital records, implement recurring administrative processes, and contribute to operational alignment across both portfolios. Manage select budgets, process invoices, maintain vendor agreements, and oversee supply orders. Coordinate mail and shipping services and support general office operations. Lead and coordinate special projects and strategic initiatives as assigned by the Senior Vice Presidents, ensuring timelines, deliverables, and communications align with institutional goals. Manage the preparation and timely submission of materials for Board of Trustees meetings, coordinating across divisions and ensuring content accuracy and executive polish. Maintain and monitor the division-wide operating calendar, tracking key institutional cycles such as performance evaluations, contract deadlines, compliance reporting, and engagement milestones. Partner with leadership team members to ensure calendar-driven activities are proactively supported, including the distribution of reminders, preparation of materials, and coordination of responsibilities across departments. Maintain shared project trackers for divisional initiatives related to Student Affairs and Equity & Belonging, ensuring accurate, timely updates and alignment across multiple stakeholders Draft and distribute weekly preparation briefs for the Senior Vice President, supporting agenda planning, meeting readiness, and effective time management. Provide light research and assist with documentation and content coordination, contributing to high-quality communications and efficient project execution. Serve as a trusted gatekeeper for sensitive communications, triaging confidential matters directed to the Senior Vice President. Assess the nature and urgency of issues, escalate appropriately, and coordinate timely follow-up with discretion and professionalism. Maintain clear documentation and communication trails while preserving confidentiality and supporting institutional response protocols. Submit and reconcile expense reports in a timely and accurate manner, in alignment with university policies. Manage office supply procurement and maintain organized records of purchases, invoices, and vendor agreements. Organize and maintain digital and physical files to ensure accessibility and compliance with institutional documentation standards. Provide occasional backup administrative support for cross-functional Student Affairs and Equity & Belonging initiatives, ensuring continuity and collaboration during peak periods or absences. Prepare agendas, presentations, meeting packets, and summaries for key leadership meetings, including transcribing minutes for designated working groups and division-wide forums. Collaborate closely with administrative partners to support planning and execution of Senior Leadership Team (SLT) meetings and Divisional meetings including managing agendas, capturing action items, taking minutes, and coordinating follow-up. Lead logistical planning for project meetings, divisional retreats, student-facing programs, and cross-functional gatherings—often in coordination with other campus leaders. Provide event support for on-campus and virtual meetings, ensuring seamless coordination of venues, equipment, catering, and hospitality needs. Provide basic technical assistance for video conferences, remote interviews, and online meetings. Help prepare polished presentations and digital materials for campus-wide initiatives, student affairs programming, and equity-related forums. Serve as a connector across administrative teams, helping ensure information flows smoothly and efficiently between departments, leadership, and external stakeholders. Employees at St. Kate’s feel a deep connection to the University’s Mission and Vision, and they live their values at work. Benefits available to full-time employees include: Fourteen (14) paid holidays and paid “gift” days when the University is closed. Free tuition for employees and reduced tuition for their families after one year of service Health, dental, and vision insurance 403b retirement plan access Accrued sick time Paid parental leave after one year of service Specific information on all of our available benefits for full-time employees can be found HERE. St. Catherine University in St. Paul, Minnesota, is a comprehensive Catholic university and home to one of the nation’s largest colleges for women, with associate and graduate programs for all genders. Founded by the Sisters of St. Joseph of Carondelet in 1905, the University integrates liberal arts and professional education within the Catholic traditions of intellectual inquiry and social teaching. Committed to excellence and opportunity, St. Catherine enrolls students in certificate, associate, baccalaureate, master’s and doctoral programs in traditional day and evening/weekend/online formats. Minimum Qualifications Demonstrated experience in office management, executive-level meeting coordination, event planning, and proactive problem-solving. Proven ability to manage multiple complex tasks and projects simultaneously, often under tight deadlines and shifting priorities. Ability to create a welcoming, professional, and inclusive environment for all who interact with the Senior Vice President and affiliated offices. Experience navigating challenging or dissatisfied stakeholders with calm, clarity, and professionalism. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other administrative tools. Track record of effective collaboration with diverse stakeholders, including faculty, staff, students, and external partners. Demonstrated discretion and sound judgment in handling highly sensitive and confidential information. Ability to engage and communicate effectively with members of the Senior Leadership Team and Cabinet, supporting high-level coordination and follow through. Strong organizational skills and exceptional written, verbal, and interpersonal communication abilities, including precise proofreading and polished professional correspondence. Experience in handling confidential information in an appropriate manner Proficient with Google suite and Microsoft Office Experience with taking meeting minutes and producing a written record of meetings Experience with prioritizing and organizing multiple detailed and simultaneous tasks Preferred Qualifications Demonstrated commitment to equity, inclusion, and belonging, with an understanding of how to support inclusive environments in administrative practice. Experience handling sensitive issues related to student life, equity, or institutional priorities with professionalism and cultural awareness. Ability to anticipate needs, take initiative, and proactively support executives in fast-paced, evolving environments. Familiarity with student-centered environments or knowledge of student affairs functions and priorities. Experience drafting executive-level communication or supporting strategic messaging efforts. Experience in higher education or non-profit environments We seek creative, adaptable staff who enjoy working in a university climate that promotes cultural diversity, multicultural understanding, and cultural fluency.