Executive Assistant to the Office of the President/Board of Trustee Liaison

Founded by the Sisters of Charity of New York, the University of Mount Saint Vincent is an academically excellent, authentically inclusive, Catholic and ecumenical liberal arts university. The University combines a strong core curriculum with a full array of majors in the liberal arts and, within the tradition of liberal education, selected professional fields of study.

At Mount Saint Vincent, a student’s education extends beyond knowledge, skills, and preparation for work. We seek the development of the whole person. In the spirit of Vincent de Paul and Elizabeth Ann Seton, we foster an understanding of our common humanity, a commitment to human dignity, and a full appreciation of our obligations to each other.

Job Description

The Executive Assistant to the Office of the President/Board of Trustees Liaison provides exceptional administrative and operational support to the President and her Vice Presidents as directed, ensuring the smooth and efficient functioning of the President's Office. This highly confidential role serves as a critical point of contact for internal and external constituents, working with Vice Presidents, managing the President's schedule, Board of Trustee relations, communications, and travel arrangements. 

Application Deadlines

• While all applications will be reviewed, priority consideration will be given to those submitted by February 7, 2025.
• Applications submitted after February 14, 2025 will not be considered.

Responsibilities: 

• Manage the President's calendar, prioritizing appointments, communications, meetings, and deadlines. 
• Schedule and coordinate domestic and international travel arrangements as requested and in coordination with other appropriate offices (e.g., Advancement and External Relations). 
• Draft and prepare correspondence, including emails, letters, reports, and presentations, ensuring exceptional accuracy and clarity. 
• Anticipate the President's needs and proactively research topics relevant to ongoing initiatives and meetings.
• Manage confidential documents and information with the utmost discretion. 
• Coordinate logistics for presidential events and meetings, including catering, AV equipment, and room arrangements. 
• Oversee the President's office budget and manage administrative functions such as maintaining office supplies and equipment, and process purchase requisitions. 
• Manage databases for mailings and organizational directories. 
• Screen and manage incoming calls, emails, and inquiries, directing them appropriately. 
• Maintain a professional and welcoming environment in the President's Office – appropriately welcoming all kinds of different constituents. 
• Represent the President's Office in her absence, exercising sound judgment and discretion. 
• Act as a liaison between the president, board of trustees, and senior management. 
• Other duties as assigned by the President 

Skills and Education: 

• Exceptional organizational and prioritization skills with the ability to manage multiple tasks simultaneously. 
• The ability to research, evaluate, and analyze problems, and develop resolutions. 
• Strong interpersonal skills and the ability to build relationships with stakeholders, including students, employees, board members, and external partners. 
• Independent, proactive, and resourceful with a high degree of initiative, discretion, and attention to detail. 
• Ability to maintain confidentiality and manage sensitive information. 
• Experience working in a fast-paced and dynamic environment. 
• Bachelor's degree required, advanced degree preferred. 
• Minimum of 5 years of experience in an executive support role, preferably in an academic or non-profit setting. 
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Excellent written and verbal communication skills, with a strong focus on grammar, punctuation, and clarity. 

Qualifications Preferred: 

• Experience in higher education administration is a plus. 
• Knowledge and support of the university's mission, vision, and strategic goals. 
• Strong understanding of university policies and procedures. 
• Experience managing travel arrangements is highly desirable. 
• Proficiency in project management a plus. 

Salary Range: $85,000-$100,000 per year, commensurate with experience and qualifications.

• Comprehensive health, dental, and vision insurance
• Flexible Spending Accounts (FSA) for medical and dependent care
• 100% employer sponsored life insurance, AD&D insurance and Long term disability
• Retirement plan with employer matching
• Paid time off, including vacation, sick leave, and holidays
• Professional development opportunities via Coursera
• Tuition benefits for employees and their dependents
• Commuter benefits
• Employee Assistance Plan