Senior Executive Administrative Assistant

University of Notre Dame • Notre Dame, IN

1d

About The Position

The Senior Executive Administrative Assistant provides high-level executive and administrative support to the Vice President for Research (VPR), reporting to the Director of Executive Office Operations. In a fast-paced, highly visible environment, the role coordinates executive priorities, scheduling, communications, meetings, and engagements. It serves as a key liaison among the VPR, university leadership, faculty, staff, donors, and internal and external stakeholders, helping ensure effective communication, thoughtful preparation, and timely follow-through. The position also supports executive office operations, programs, events, and special projects in collaboration with Notre Dame Research leadership and campus partners.

The ideal candidate brings exceptional organizational skills, professionalism, sound judgment, discretion, and the ability to manage competing priorities while maintaining confidentiality and attention to detail. The role requires a high school diploma or GED and at least five years of relevant professional experience. Salary is up to $65,000, commensurate with experience. Applications are due by November 4, 2026.

Requirements

• High school diploma or GED.
• At least five 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 the ability to handle confidential and sensitive information with discretion.
• Demonstrated ability to prioritize, solve problems proactively, and manage competing priorities and deadlines.
• Strong relationship management skills and the 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, prepare briefing materials, and ensure readiness for meetings and engagements.
• Serve as a primary point of contact for the VPR’s office, coordinating communications with senior university leaders, faculty, staff, donors, and external partners.
• Handle sensitive information with professionalism, discretion, and sound judgment.
• Plan and coordinate executive meetings, leadership discussions, and special engagements.
• Prepare agendas and materials, document action items as appropriate, and ensure timely follow-up and completion of commitments.
• 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 successful 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