Executive Administrative Assistant

University Of Saint Mary • Leavenworth, KS

8d • Onsite

About The Position

The executive administrative assistant performs a variety of highly responsible and complex administrative and secretarial duties for the University President. The successful applicant will have the ability to interact with staff, faculty, students, and members of the Board of Trustees in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Strong technology proficiency, exceptional written and verbal communication skills, sound judgment, and meticulous attention to detail are essential for success in this role.

Requirements

• 5 years prior administrative experience
• Exceptional written, editing, presentation, and verbal communication skills.
• Ability to independently prepare correspondence (or from oral and written instructions) in a clear and concise manner.
• Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and calendaring systems, as well as internet-based applications and technologies.
• Demonstrated ability to manage multiple priorities, competing deadlines, and complex projects in a fast-paced environment while exercising sound judgment and creative problem-solving.
• Strong organizational, project management, and problem-solving skills.
• Ability to take complex material and synthesize it into understandable and actionable material.
• Proficiency in learning and adapting to new technologies and software applications.
• Self-directed with the ability to exercise sound judgment and work effectively with minimal supervision.
• Ability to maintain the highest level of confidentiality and discretion when handling sensitive and confidential information.
• Proven ability to work independently and collaboratively while maintaining professionalism and strong interpersonal relationships.
• Ability to plan, organize and schedule office priorities to meet established deadlines.
• Excellent attention to detail, accuracy, and quality of work.
• Strong customer service orientation and the ability to represent the University in a positive and professional manner.
• Affinity with the overall mission of the University of Saint Mary

Nice To Haves

• Bachelor's degree preferred.
• experience in higher education preferred.

Responsibilities

• Manages the President's calendar including scheduling appointments and developing a weekly and daily master calendar with well-constructed background documents to support the management of these meetings.
• Manages the Board of Trustees, including scheduling board meetings, committee preparation, agendas, minutes, and related tasks.
• Manages and stores all official documents from the president’s office.
• Manages the President's budget and reconciles credit card statements, receipts, and/or invoices.
• Coordinates travel arrangements, including booking reservations and completing expense reports.
• Serve as the primary contact for callers and visitors to the executive offices, referring individuals to the appropriate office, if necessary.
• Provides overall direction, coordination, implementation, and completion for both internal and external special projects, ensuring consistency with the University's mission, strategy, values, and goals.
• Leads and/or coordinates the organization of events sponsored by or linked to the President’s office.
• Composes original correspondence, presentations, and other types of communications as requested.
• Maintains records and files related to national, regional, and specialized accreditation.
• Oversees and coordinates the preparation and dissemination of correspondence to community members, board of trustees, faculty, staff, and students.
• Conducts research, gathers and assembles data for reports, and prepares drafts as requested.
• Provides support for the operation of committees and meetings, including but not limited to the Administrative Council and Committees of the Board of Trustees. This includes setting meeting dates, preparing reports, creating and disseminating agendas, taking minutes, distributing minutes, and following up to ensure that action items are implemented.
• Other duties as assigned.

Benefits

• Medical
• Dental
• Vision
• University Paid Basic Life & AD&D
• Short and Long-Term Disability
• generous Tuition Remission for the employee, spouse and dependents under the age of 24 years old.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive