La Roche University is seeking candidates for Executive Assistant to the President and Secretary to the University Board of Trustees. This role handles operational and administrative tasks, requiring a thorough understanding of University policies and involves regular interaction with the Board of Trustees, senior administrators, officials, students, and parents. The Executive Assistant independently manages the President’s schedule and office activities, ensuring confidentiality and accurate communication of sensitive information. Reporting directly to the President, this position collaborates closely with the President’s Cabinet and Executive Council.
La Roche embraces its Catholic identity while welcoming people of all faiths and backgrounds, fosters global citizenship and creates a community of scholars from around the world. The University empowers all members of the community to become lifelong learners, achieve success in their chosen careers, and promote justice and peace in a constantly changing global society.
GENERAL DUTIES:
- Coordinate meetings, handle correspondence, and maintain the President’s Outlook calendar. Organize meeting materials, including agendas, minutes, and follow-up actions. Prioritize and manage multiple tasks simultaneously.
- Serve as the main point of contact between the President and stakeholders. Promote a positive image of the University and act as a liaison with other departments. Represent the President and the University in all administrative capacities. Handle inquiries and requests from students, faculty, staff, and external partners.
- Plan and coordinate events hosted by the President’s office, including Board meetings, special projects, and University celebrations. Ensure the success of events by scheduling, advising participants, and arranging support equipment. Manage event logistics, including venue selection, catering, and transportation.
- Acts as Secretary to the University Board of Trustees, preparing meeting materials and facilitating communication. Manages Board committees, overseeing membership, agendas, and minutes. Provides comprehensive support to the Board of Trustees, ensuring effective communication and smooth operations. Serves as the liaison for the Board of Trustees, addressing inquiries and directing them to appropriate administrators. Attends all board meetings, recording and distributing minutes.
- Maintain strict confidentiality and manage records. Oversee the filing system, ensuring easy access and retrieval of important documents. Implement and maintain document retention policies.
- Coordinate travel plans and facilitate cost-effective travel arrangements. Prepare detailed itineraries and manage travel-related expenses.
- Oversee President’s Office and Board of Trustees budgets, track expenditures, and order office supplies. Prepare financial reports and assist in budget planning.
- Respond to unexpected problems, foresee potential issues, and suggest improvements. Develop and implement office procedures to enhance efficiency and productivity.
- Draft and edit correspondence, reports, and presentations. Ensure all communications are professional and aligned with the University’s standards.
- Utilize office software and technology to streamline administrative processes. Troubleshoot basic IT issues and coordinate with the IT department for more complex problems.
- Stay updated on best practices in executive support and higher education administration. Attend relevant training sessions and workshops.
MINIMIMUM QUALIFICATIONS:
- Bachelor’s degree
- At least 3-5 years of administrative experience, preferably in a higher education environment.
PREFERRED QUALIFICATIONS:
- Excellent verbal and written communication skills with strong interpersonal skills to interact effectively with diverse groups.
- Strong organizational and multitasking abilities with excellent time management skills and the ability to prioritize tasks.
- Proven ability to handle confidential information with discretion and high level of professionalism to represent the President and the University positively.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant software.
- Ability to use generative AI such as ChatGPT and other formats to promote operational efficiency.
- Demonstrated problem-solving skills with the ability to anticipate needs and adapt to changing priorities.
- High attention to detail and accuracy.
In order for applications to be fully processed, a cover letter, resume, and contact information for at least three professional references must accompany a completed application. Candidates subject to background clearances. Review of applicants will begin immediately; position open until filled.
Qualified applicants can complete an online application by clicking on the following link:
CLICK HERE TO APPLY
Applicants for this position must be currently legally authorized to work in the United States. LRU will not sponsor or take over the sponsorship of an employment visa for this opportunity.
It is the policy of La Roche University to promote equal opportunity to all qualified individuals regardless of race, color creed, age, religion, gender, national or ethnic origin, veteran status, marital status, sexual orientation, non-job-related disability or medical condition, or any other legally protected status.