Ave Maria, FL

Job Description

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organization skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant must embrace and advance the Catholic mission and identity of the University through personal conduct that upholds the utmost confidentiality of the office and represents the highest Christian standards.

This position reports to the President.

Essential Duties

The following duties are typically expected of this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned by the President.

1. Executive Support

• Works independently to complete a broad variety of administrative tasks for the President including managing an extremely active calendar of appointments; compiling background documents in preparation for scheduled appointments, meetings, conferences, etc.; and composing and preparing correspondence, presentation materials and reports; and arranging complex and detailed travel plans, itineraries and agendas May develop queries and generate and distribute reports.
• Plans, coordinates and ensures the President’s schedule is followed and respected by working closely and effectively with the President in a gatekeeper and gateway role.
• Handles all incoming correspondence, visitors and phone calls received in the Office of the President. Acts as a barometer having a sense of issues taking place, keeping the President informed of upcoming commitments and responsibilities.
• Handles all travel arrangements (transportation, accommodation, reimbursements when necessary) for the President.
• Researches, prioritizes and follows up on incoming issues and concerns including those of a sensitive or confidential nature, which must be handled with tact, poise and diplomacy. Determines appropriate course of action, referral or response for resolution. Follows same procedures for electronic mail.
• Drafts acknowledgement letters, personal correspondence and other responses for the President’s signature based on knowledge of activities, interests, priorities and issues that facilitate the President’s ability to effectively lead the organization.
• Maintains an effective and efficient flow of information between the President’s internal and external constituencies on a wide spectrum of plans and priorities to ensure progress and status is on target with expectations.
• In conjunction with other departments, arranges special events sponsored by the President to include invitations, site selection and related details; coordinates preparation of speeches and communication for specific engagements; and maintains and tracks detailed priority list of projects and engagements.
• Reviews, proofreads and formats all correspondence prepared for the President’s signature to ensure accuracy and completeness as well as consistency with organizational policy and standards. Follows up with staff to ensure deadlines are met. Reviews other prepared documents requiring the President’s signature such as leave requests, expense reports, contracts, etc.
• Represents the President by welcoming visiting dignitaries to the University and handling their needs for the duration of their stay. As needed, researches cultures and customs of visiting international dignitaries and incorporates opportunities to recognize and respect guest’s traditions while visiting with the President and University leadership.
• Prepares annual office budget. Processes invoices, reconciles credit card statements and manages all expense reports in a timely manner.
• Oversees the use and operation of the President’s condominium and the University Guest House, and the maintenance schedule of the President’s residence and leased automobile.
• Maintains accurate electronic paper records, files, mailing lists and documentation used by the President, modifying when necessary and applying University guidelines pertaining to retention and disposition.
• Coordinates ongoing maintenance of office property and oversees repairs when necessary.
• Ensures that the President’s biography is kept updated and responds to requests for materials regarding the President and the University in general.

2. Senior Management and Trustee Liaison

• Participates as the administrative support to the University Council, assisting in scheduling meetings, preparing and distributing summary notes, and attending other meetings as directed.
• Works collaboratively with the University leadership to ensure the President’s schedule reflects the University’s priorities.
• Serves as the point-of-contact for University trustees and handles all scheduling, transportation and event duties for trustee meetings.

Knowledge, Skills, and Abilities:
Knowledge of:

• Meticulous grammar, editing and writing, with excellent oral and written presentation and communication skills.

Skilled in:

• Intermediate to advanced skills in full Microsoft Office suite;
• Communications and human relations with populations having diverse socio-economic and racial backgrounds;
• Operating modern office equipment;
• Preparing and maintaining office records and reports;
• Communicating (orally and in writing) information, data, and opinions to inform, influence, and/or persuade a wide variety of individuals and audiences.

Ability to:

• Multi-task and work with executive colleagues to coordinate a high volume of diverse assignments; effectively handle competing priorities and maintain attention to detail.
• Effectively interact with faculty, staff, students, state officials, legislators, business and industry executives, representatives from community agencies, donors, alumni, and members of the public.
• Maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy.
• Be flexible; plan, analyze issues and problem solve; and maintain composure under pressure.
• Work beyond the normal 8 hour work day and may include weekend and possible holiday assignments.

Qualifications:

1. Bachelor’s degree from an accredited college or university in a field related to area of assignment; or an Associate’s degree combined with two years (4,000 hours) of work experience directly related to the skills required for successfully performing this position.

Experience used as an equivalent of an educational requirement is in addition to any experience required for the position.

2. Five years (10,000 hours) of progressively responsible experience in a professional office setting.

Administrative Salary Range between $45,000 – $55,000 depending on qualifications and experience. Ave Maria University provides a generous benefits package. Newly hired Administrators serve a one-year probationary period.

About Ave Maria University

Ave Maria University is a Catholic liberal arts institution of higher learning dedicated to the formation of intentional followers of Jesus Christ through Word and Sacrament, scholarship and service, inspired by Saint John Paul II and Blessed Teresa of Calcutta, and devoted to Mary, the Mother of God.

Learn More: http://AVEMARIA.EDU

How to Apply

Ave Maria University is an equal employment opportunity employer and regards diversity in the workforce as a competitive advantage and strongly supports its presence in our educational environment.

To apply, please submit resume and cover letter to HR@avemaria.edu.