The Executive Assistant is responsible for performing support duties to carry out the responsibilities of the president's office to include: provide administrative assistance to the President, Chief of Staff, the Board of Trustees, the President's Cabinet; support the seamless flow of information from those bodies to College constituencies; manage the daily business of the President's Office and serve as an initial liaison between the President and the campus, and to represent the president's office professionally at all times. Make the first “best” impression for the college and the mission of the college on behalf of the president's office.

Duties and Responsibilities:

Office Administration

• Perform day-to-day administrative support, including answering phones, responding to emails, and walk-ins and scheduled visitors.
• Maintain the President's calendar and scheduling, coordinate the President's travel arrangements. Coordinate meetings and conference services, and all presidential events on and off campus.
• Assist with the President's Office budget development and track the President's Initiative funds
• Reconcile billing statements and process invoices for payment.
• Edit and proofread, including letters, reports, speeches, presentations, manuscripts, articles for publication, and all executive correspondence, when requested.
• Distribute donor and engagement acknowledgement letters sent from the President's Office.
• Manage the President's email account and maintain paper and electronic files and records for the President's Office.
• Hire, train, supervise and support student assistants in the President's Office.
• Process and route mail, parcel shipments, and other packages delivered.
• Provide administrative support to chief of staff, board members, including assistance with board packets and materials for distribution.
• Other administrative support as needed.

Advancement/ Communications:

• Record financial gifts from donors through the Business office and/or Advancement office.
• Provide event and public relations support as needed or requested.
• Support president with marketing and communications and advancement commitments and appearances.
• Work closely with the senior leadership team and their staff to ensure office communication reaches the target audience.

Hospitality/Committee Engagement

• Listen compassionately and maintain confidentiality on behalf of the college when speaking with visitors and guests, including staff, faculty, students, parents and others.
• Be an active member of the convocation/De LaSalle Week planning committee.
• Assist with ordering honorary degrees and hoods for convocation and commencement.
• Partner with facilities and maintenance to ensure the entire president's suite and offices are kept clean and stocked.

Academic Affairs Support

• Be familiar with the faculty handbook and procedures.
• Coordinate presidential correspondence for rank and tenure, sabbatical leaves, and leaves of absences for faculty.

Requirements
Required Qualifications:

• Bachelor's degree.
• At least 5 plus years' experience providing senior or executive level administrative support.
• Possess a clear understanding and personal commitment to Saint Mary's core principles: Lasallian, Catholic and Liberal Arts Traditions.
• Proficient and comfortable with utilizing new technology.
• Effective written and verbal communication.
• Attention to detail, and excellent organizational and planning skills.
• Ability to work independently and with others, and to be proactive.
• Be customer friendly and hospitable as the face of the department and college.
• Proficiency with Google Suite and Microsoft Suite: Word, Excel, Outlook, Power Point, etc.

Preferred Qualifications:

• Experience working in higher education.
• Project Management Certification, PMI, PMP, etc.
• Experience with higher education Enterprise Resource Systems (ERP).
• Board Relations, and platform user experience.

Inspire. Engage. Transform. We Are Gaels.

At Saint Mary's College of California, we inspire minds, engage with the world, and create opportunities for students to find their lives transformed. With small class sizes and professors who know you by name, the Saint Mary's experience empowers students to thrive—whether you're an undergraduate or a professional looking for the next step in your career. Founded in 1863, the University is proud of our Lasallian heritage and how it fuels teaching and learning in an inclusive and wonderfully diverse community. More than 3,600 Gaels study on our Bay Area campus nestled in the rolling hills of Moraga, just 23 miles east of San Francisco. US News and World Report puts SMC among the top five regional universities in the West. You'll also find Saint Mary's highlighted in the guide Colleges That Change Lives: 40 Schools That Will Change The Way You Think About Colleges—the only Catholic college and the only university in California to make the list.

We are an EEO Employer.

Salary Description $75,000 - $85,000

To apply, visit https://recruiting.paylocity.com/Recruiting/Jobs/Details/2586144


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