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Posted 3d ago

Executive Administrative Assistant

@ University of Saint Mary
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Leavenworth, Kansas, United States
OnsiteFull Time
Responsibilities:managing calendar, coordinating travel, preparing correspondence
Requirements Summary:5+ years administrative experience (higher ed preferred); bachelor’s degree preferred; advanced Microsoft Office (Word, Excel, PowerPoint, Outlook) and calendaring skills; strong written/verbal communication, discretion, project management, and confidentiality.
Technical Tools Mentioned:Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook
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Job Description


The University of Saint Mary is conveniently located a short 30 minutes’ drive from Parkville, Shawnee, Basehor and Kansas City, Kansas.  USM offer all full-time employees Medical, Dental, Vision, University Paid Basic Life & AD&D, Short and Long-Term Disability along with a generous Tuition Remission for the employee, spouse and dependents under the age of 24 years old.  

 

THE HISTORY OF THE UNIVERSITY OF SAINT MARY:

The University of Saint Mary is a Roman Catholic, liberal arts university located in Leavenworth, Kansas, just 25 minutes away from Kansas City. For over 100 years, the University of Saint Mary has helped students find their way to meaningful lives and careers through an education that blends the liberal arts and a focus on critical thinking with the development of key professional skills. USM serves about 1,400 students at its main campus in Leavenworth, its satellite location in Overland Park, as well as online.

 

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 members of the Board of Trustees in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Strong technology proficiency, exceptional written and verbal communication skills, sound judgment, and meticulous attention to detail are essential for success in this role.

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 budget and reconciles credit card statements, receipts, and/or invoices.
  • 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 and/or coordinates the organization of events sponsored by or linked to the President’s office.
  • Composes original correspondence, presentations, and other types of communications as requested.
  • Maintains records and files related to national, regional, and specialized accreditation. 
  • 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 drafts as requested.
  • Provides support for the operation of committees and meetings, including but not limited to the Administrative Council and Committees of the Board of Trustees. This includes setting meeting dates, preparing reports, creating and 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; experience in higher education preferred.
  • Exceptional written, editing, presentation, and verbal communication skills.
  • Ability to independently prepare correspondence (or from oral and written instructions) in a clear and concise manner.
  • Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and calendaring systems, as well as internet-based applications and technologies.  
  • Demonstrated ability to manage multiple priorities, competing deadlines, and complex projects in a fast-paced environment while exercising sound judgment and creative problem-solving.
  • Strong organizational, project management, and problem-solving skills.
  • Ability to take complex material and synthesize it into understandable and actionable material.
  • Proficiency in learning and adapting to new technologies and software applications.
  • Self-directed with the ability to exercise sound judgment and work effectively with minimal supervision.
  • Ability to maintain the highest level of confidentiality and discretion when handling sensitive and confidential information.
  • Proven ability to work independently and collaboratively while maintaining professionalism and strong interpersonal relationships.
  • Ability to plan, organize and schedule office priorities to meet established deadlines.
  • Excellent attention to detail, accuracy, and quality of work.
  • Strong customer service orientation and the ability to represent the University in a positive and professional manner.
  • 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.

 Questions: email human resources at [email protected]