Senior Executive Administrative Assistant

University of Notre Dame • Notre Dame, IN

9h • $65,000

About The Position

Reporting to the Director of Executive Office Operations, the Senior Executive Administrative Assistant provides high-level executive and administrative support to the Vice President for Research (VPR). The role coordinates executive priorities, scheduling, communications, meetings, and engagements in a fast-paced, highly visible environment.

The position serves as a key liaison among the VPR, university leadership, faculty, staff, donors, and internal and external stakeholders, supporting effective communication, preparation, and timely follow-through on executive priorities. It also supports executive office operations, programs, events, and special projects in collaboration with Notre Dame Research leadership and campus partners. The successful candidate brings exceptional organization, professionalism, sound judgment, discretion, and attention to detail while managing competing priorities and confidential information.

Requirements

• High school diploma or GED.
• At least 5 years of relevant professional experience.
• Experience providing executive-level administrative support and coordination.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Sound judgment and ability to handle confidential and sensitive information with discretion.
• Ability to prioritize, solve problems proactively, and manage competing priorities and deadlines.
• Strong relationship management skills and ability to interact professionally with senior leaders and diverse stakeholders.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.

Nice To Haves

• Experience supporting senior executives in a complex organization or higher education environment.
• Experience coordinating executive meetings, travel, events, and special projects.

Responsibilities

• Manage the VPR’s calendar, appointments, travel arrangements, correspondence, and daily priorities; anticipate needs and prepare briefing materials for meetings and engagements.
• Serve as a primary point of contact for the VPR’s office and coordinate communications with senior university leaders, faculty, staff, donors, and external partners.
• Plan and coordinate executive meetings, leadership discussions, and special engagements; prepare agendas and materials, document action items as appropriate, and ensure timely follow-up.
• Support daily VPR office operations by improving administrative processes, maintaining organized records, and facilitating communication and coordination across Notre Dame Research and campus partners.
• Assist with executive office programs, events, and strategic initiatives by coordinating logistics, tracking deliverables, and supporting execution.
• Monitor deadlines, manage competing requests, identify emerging needs, and proactively address issues to keep executive priorities moving forward.

What This Job Offers

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