St. Mary's University is hiring: Executive Assistant in San Antonio

The Executive Assistant to the Vice President of University Advancement serves as a key administrative and operational partner, ensuring the efficient functioning of the Vice President's office. This role requires exceptional organizational skills, professionalism, and discretion, providing comprehensive support for a high-performing University Advancement division.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Vice President, including those of a highly confidential or critical nature, ensuring the utmost respect for confidentiality and discretion. Maintains office filing and retrieval systems.
• Manages and handles email, phone traffic, and written correspondence on behalf of the Vice President, drafting, editing, and proofreading communications.
• Prioritizes and determines the appropriate course of action, referral, or response, exercising judgment to reflect the vice president's style and university policy.
• Organizes and sets priorities among a variety of complex tasks, balancing high volumes of recurring work with dynamic special projects and calendar demands.
• Prepares detailed agendas, meeting materials, reports, statistical data, and other documents; assists with gathering and compiling information for meetings and events.
• Manages shared calendars, schedules meetings, and coordinates some travel arrangements.
• Maintains the office budget, monitors expenditures, processes invoices, manages expense reimbursements, and oversees procurement of office supplies.
• Plans, arranges, and executes event logistics, including securing venues, managing virtual resources, distributing materials, coordinating catering, and ensuring all event plans are executed seamlessly.
• Makes the executive more productive by time by reading, researching, and routing incoming correspondence and composing, proofreading, editing, and drafting outgoing communications.
• Plans, arranges and secures resources and logistical details of events or meetings by securing room(s), virtual resources and managing digital requirements. Provides support for set-up/execution, distribution of materials, catering and any other related planning details while ensuring all plans are executed.
• Collects and prepares information for meetings with staff and outside parties; prepares agendas and meeting materials, and distributes meeting packets. Attends meetings and takes notes and transcribes minutes.
• Acts as liaison between the Vice President's office and internal/external stakeholders, fostering a welcoming, inclusive environment in all interactions.
• Provides logistical support for donor meetings, including the preparation of call reports and the collection of relevant data.
• Makes the Vice President more productive by anticipating needs, resolving potential conflicts, and managing competing priorities.
• Maintains email distribution lists, monitors mail, manages incoming and outgoing correspondence, and submits facilities service requests.
• Attends meetings, takes notes, and transcribes minutes; manages follow-ups and action items.
• Performs other duties as assigned.

QUALIFICATIONS:

• Associate's Degree from an accredited college or university or 24 hours of completed college coursework is ideal. Bachelor's degree preferred.
• 5 years' experience in support of executive in an academic, business, research and/or development activities and operations, providing high level administrative oversight and coordination.
• Must clear and maintain a favorable background investigation and clearance
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
• Must have the ability to demonstrate advanced knowledge of MS Office and Office 365 (Word, Excel. Teams, Power Point, Publisher, Outlook) Experience with virtual meeting platforms such as zoom.
• Experience with report software (ARGOS) or similar, HRIS/Student Information Systems (Banner) or similar programs, a plus.
• Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team
• May be required to work more than 40 hours during the workweek.
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals).

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer. The University is committed to furthering diversity, equity, and inclusion and encourages all qualified candidates apply.