Executive Assistant, Legal Affairs

Xavier University • Cincinnati, OH

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About The Position

Xavier University seeks a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative and operational support to the Vice President for Legal Affairs, while coordinating key administrative functions for the Directors of Government Relations and the Compliance, Equity, and Ethics Department. The position serves as the central administrative hub for these functions, managing executive calendars, meetings, travel, correspondence, briefing materials, office budgets and records, and Board of Trustees committee activities. It also supports government relations tracking and reporting, campus safety and compliance committee coordination, and departmental systems administration, including the Legal Affairs website and EthicsPoint hotline.

The role regularly handles sensitive legal, personnel, regulatory, campus safety, crisis response, and public policy matters. It requires sound judgment, exceptional organizational and communication skills, initiative, professionalism, discretion, attention to detail, and the ability to manage competing priorities while maintaining strict confidentiality.

Xavier University is part of the Jesuit Catholic tradition of academic excellence in the liberal arts. Guided by its mission and values, the University welcomes members from diverse backgrounds and life experiences, commits to open and free inquiry, seeks multiple perspectives, and works to create a campus where everyone feels a sense of belonging. Its campus is in Cincinnati, Ohio.

Requirements

• High school diploma or equivalent.
• Three to five years of relevant administrative, executive support, or office management experience.
• Demonstrated ability to manage calendars, coordinate meetings and travel, prepare correspondence, and organize complex administrative activities.
• Strong written and verbal communication skills and the ability to interact professionally with individuals at all levels of an organization.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities and meet deadlines.
• Proven ability to exercise sound judgment and maintain strict confidentiality when handling sensitive information.
• Ability to work independently, anticipate needs, solve problems, and collaborate effectively across departments.

Responsibilities

• Manage executive calendars, schedule meetings, coordinate travel, and prepare agendas, briefing materials, and presentations.
• Draft correspondence, maintain confidential records and electronic filing systems, and ensure timely, professional communication.
• Coordinate Board of Trustees committee activities, meeting materials, and follow-up tasks.
• Monitor departmental budgets, prepare financial and travel expense reports, and oversee office supplies and equipment.
• Supervise student employees and coordinate special projects and administrative priorities.
• Track legislative sessions, government deadlines, political visits, and related government relations activities.
• Coordinate meetings with government officials, civic partners, and higher education organizations.
• Assist with lobbying reports, ethics filings, and required documentation.
• Support campus safety, ADA, civil rights, risk management, business continuity, and emergency planning committees, including meeting coordination and records management.
• Promptly escalate urgent campus safety, compliance, and regulatory inquiries to the appropriate director.
• Coordinate updates and maintenance of the Legal Affairs website in collaboration with Marketing and Communications.
• Administer EthicsPoint user access, permissions, and account support.
• Manage routine hotline communications and case status in accordance with established procedures.
• Maintain accurate departmental records and support office systems and operational processes.

Benefits

• Comprehensive insurance plans, including medical, dental, vision, and prescription coverage.
• Tax-advantaged accounts, including health savings accounts, flexible spending accounts, and dependent care accounts.
• Life and long-term disability insurance, accident and illness insurance, and retirement savings plans.
• Paid time off options, including vacation, sick leave, and holidays.
• Tuition remission for employees and eligible dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED