Position Summary: The Executive Assistant to the President provides high-level administrative and operational support to the President and ensures the smooth day-to-day functioning of the Office of the President. This highly visible and confidential role requires exceptional organization, sound judgment, discretion, responsiveness, and the ability to manage multiple priorities in a fast-paced environment.
The Executive Assistant also provides basic administrative support to the Vice President for Strategy, primarily related to scheduling, meeting coordination, travel logistics, and other routine administrative needs. The President establishes final prioritization when competing demands arise.
This is a full-time, exempt, on-site position. Occasional evening or weekend availability may be required for presidential events, institutional activities, and other mission-critical needs.
Review of applications will begin immediately. For priority consideration, applicants should submit all application materials by October 15, 2026. The position will remain open until filled, and applications received after the priority date may be considered as needed.
Responsibilities: - Manage the President's calendar, including scheduling, prioritizing appointments, coordinating meetings, and protecting time for the President's highest priorities.
- Provide calendar and scheduling support for the Vice President for Strategy and coordinate routine administrative logistics as needed,
- Coordinate domestic and international travel arrangements for the President and, as assigned, the Vice President for Strategy, working with other University offices when appropriate.
- As assigned, prepare, format, and proofread correspondence, meeting materials, reports, presentations, agendas, and other documents with exceptional accuracy and attention to detail.
- Ensure the President has appropriate agendas, background materials, schedules, and logistical information in advance of significant meetings and engagements
- Anticipate the President's administrative needs and ensure that materials, schedules, logistics, and follow-up items are organized in advance of meetings and events.
- Manage confidential documents and sensitive information with the highest level of discretion and professionalism.
- Coordinate logistics for presidential meetings, events, visitors, and engagements, including room reservations, catering, technology, and related arrangements.
- Screen and manage incoming calls, emails, requests, and inquiries to the Office of the President, directing matters appropriately and ensuring timely follow-up.
- Maintain a professional, welcoming, and service-oriented Office of the President for students, faculty, staff, trustees, alumni, donors, community partners, and other visitors.
- Maintain office systems, records, contact lists, files, supplies, and other administrative resources necessary for the effective operation of the President's Office.
- Support the President's Office budget and administrative processes, including purchase requisitions, invoices, reimbursements, and expense documentation.
- Track routine commitments, deadlines, and follow-up items for the President and help ensure that agreed-upon actions are completed on schedule.
- Use sound judgment to determine what requires the President's immediate attention and what can be routed or resolved through other University offices.
- Use Microsoft Office, calendaring and collaboration platforms, and emerging AI-enabled productivity tools appropriately to improve efficiency and accuracy.
- Perform other duties as assigned by the President.
Sample Performance Measures: - The President's & VP for Strategy's calendars are accurate, organized, and include protection of priority time.
- Meeting and travel materials are prepared accurately and on time.
- Presidential commitments and follow-up items are reliably tracked and communicated.
- Travel, meetings, visitors, and events are executed smoothly and at a high standard.
- The President's Office is responsive, professional, discreet, and well organized.
Requirements- Bachelor's degree required; equivalent combination of education and relevant experience may be considered.
- At least five years of progressively responsible administrative or executive support experience; experience supporting a president, CEO, senior executive, or similarly complex office strongly preferred.
- Exceptional organizational skills and demonstrated ability to manage multiple priorities, competing deadlines, and frequent schedule changes.
- Excellent written and verbal communication skills, including strong proofreading and document-preparation skills.
- Demonstrated judgment, discretion, diplomacy, and ability to handle sensitive or confidential matters.
- Strong interpersonal skills and the ability to work effectively with senior leaders, trustees, faculty, staff, students, alumni, donors, and external partners.
- High level of initiative, follow-through, reliability, and attention to detail.
- Ability to work independently while remaining collaborative, responsive, and service-oriented.
- Advanced proficiency with Microsoft Office and digital productivity tools; comfort learning and appropriately using AI-enabled tools to support executive work.
- Commitment to the mission, values, and Catholic, Vincentian, and Setonian identity of the University of Mount Saint Vincent.
Preferred Qualifications:- Experience in higher education, nonprofit leadership, or another complex mission-driven organization.
- Experience supporting more than one senior executive or managing shared executive-office priorities.
- Experience coordinating executive travel, events, and high-level meetings.
- Familiarity with project tracking, contact management, and executive-office workflow systems.
BenefitsThe annual salary range for this position is $90,000 to $95,000 commensurate with experience and qualifications.
The University offers a comprehensive benefits package designed to support employees' health, financial well-being, and work-life balance. Benefits for eligible employees include:
- Paid time off, including vacation and sick leave
- Medical, dental, and vision insurance
- Flexible Spending Account (FSA)
- Enhanced Short-Term Disability coverage
- Employer-paid Long-Term Disability coverage
- Voluntary Life Insurance
- Commuter benefits
- 403(b) Retirement Plan
- Employee Assistance Program (EAP)
- Professional development opportunities
- Tuition benefits for employees and their dependents
Eligibility for benefits is subject to the terms and conditions of the applicable benefit plans and University policies.
