Executive Administrative Asst Job at University of Saint Mary in Leavenworth

POSITION SUMMARY:

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 board of trustees, in a fast-paced environment remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. Expert-level technology, written and verbal communication skills, as well as the ability for strong decision-making and attention to detail are equally important.

ESSENTIAL FUNCTIONS:

• 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 office budget.
• 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 the organization of events sponsored by or linked to the President or Provost’s office.
• Maintains full-time faculty and executive leadership files in compliance with HLC requirements
• Supports the President in preparing presentations and other types of communications using traditional and new media.
• 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 draft as requested
• Provides support for the operation of committees and meetings including but not limited to Board of Trustees including setting meetings, disseminating agendas, taking minutes, distributing minutes, and following up to ensure that action items are implemented.
• Other duties as assigned.

REQUIREMENTS:

• Bachelor's degree preferred.
• 5 years prior administrative experience. Familiarity with higher education environment helpful.
• Exceptional writing, editing, presentation and oral communication skills.
• Ability to independently prepare correspondence (or from oral and written instructions) in a clear and concise manner.
• Advanced technology skills in word processing, spreadsheets, calendaring systems, presentation programs such as Power Point, and utilizing the Internet.
• Demonstrated ability to manage and meet multiple and constantly challenging deadlines.
• Personality that thrives in a rapidly changing, dynamic and fast paced environment.
• Ability to take complex material and synthesize it into understandable and actionable material.
• Strong organizational and project planning and management skills.
• Understanding of the use of technology in office operations including agility with learning new types of technology applications.
• Self-directed with the ability to work with little supervision and the ambiguity of an ever changing set of daily and weekly priorities.
• Ability to discreetly handle confidential and politically sensitive matters.
• High energy, flexible, superior work ethic.
• Proven ability to work independently as well as part of a team in a professional and confidential manner
• Ability to multi-task and innovatively solve problems.
• Ability to plan, organize and schedule office priorities to meet established deadlines.
• Attention to detail and quality of work essential.
• Project a positive, professional, customer focused image for the university
• Affinity with the overall mission of the University of Saint Mary

TO APPLY:
Submit a cover letter, resume and contact information for at least three current professional references.

Saint Mary is an Equal Opportunity Employer.