Saint Mary's University of Minnesota is seeking candidates who are eager to contribute to its Lasallian Catholic mission of awakening, nurturing, and empowering learners to ethical lives of service and leadership. We invite individuals to help transform lives through education, inspired by the Catholic Intellectual Tradition’s quest to understand the human experience through faith and reason and its embrace of all who are dedicated to learning from one another through authentic conversations in search of the truth. We are especially interested in and give preference to candidates who demonstrate a vision to create and nurture initiatives that will advance our mission within the scope of their duties and who will foster a culture of dialogue that, with respect for all people, supports the search for meaning and purpose in pursuit of excellence.

Job Summary

Saint Mary’s University of Minnesota is seeking to hire an Executive Assistant to the President.  This position provides executive-level support for the President and cabinet members with work direction and supervision from the Chief of Staff. This position is responsible for a broad and complex set of assignments related to the duties of the President; provides administrative support to all Presidential activities; and acts on behalf of the President and the University in a manner that reflects the President’s priorities and the University’s mission, goals, and values. The role demonstrates commitment to providing outstanding service to a variety of internal and external University stakeholders and maintains an overall standard of excellence.

Salary Range: $50,000.00 - $60,000.00

Main Duties & Responsibilities

• Coordinates the President’s meeting requests and calendar, receives and routes incoming phone calls and emails, secures travel arrangements, and prepares and archives documents. 
• Tracks budget expenditures, generates and processes invoices and expense reports, and reconciles credit card purchases.
• Manages meeting logistics including scheduling, space reservations, agenda preparation, and taking minutes for the general session of the board, the President’s cabinet meetings, and other executive-level meetings. 
• Works closely with the chief of staff to plan, coordinate, and oversee all details for special projects, assignments and events.
• Acts as a liaison for communication between the President’s office and internal and external constituents, including but not limited to trustees, vice presidents, deans, parents, and students.
• Plans and prepares for board of trustees meetings including: leading board preparation committee meetings, handling RSVPs, arranging hotel blocks, collecting electronic documents and reports for committee meetings (ensuring quality of product and preparation for distribution), assisting with catering needs, and managing the university’s online board portal.
• Serves as a key point-of-contact for requests for information from the President, the President’s cabinet, and board members. 
• Coordinates catering needs and hospitality for special lunches, dinners, receptions, and events hosted by the President and serves as support to the President at events during and occasionally after regular working hours.
• Maintains compliance with office policies and procedures.
• Executes errands for the President and performs other duties as assigned.
• Monthly travel to other campus locations (Winona, Rochester, Minneapolis) required.

Other Duties & Responsibilities

• Assists the Chief of Staff with oversight of budgets for the President’s office and the board of trustees.
• Assists the Chief of Staff with management of executive office operations and oversight of all administrative functions of the President’s office.
• Coordinates with the Chief of Staff to develop cabinet meeting agendas, distribute supporting documents, and serve as the recording secretary. 
• Undertakes special projects, and collects and analyzes data as background for meetings and special initiatives. 
• Assists office staff with oversight of student workers.

Experience and Education Requirements

• A minimum of associate’s degree or commensurate direct experience at the executive level is required. Bachelor's degree preferred. 
• A minimum of 3 years experience supporting a university or company President, CEO, or senior-level executive required.
• Advanced level experience with Google Workspace and Microsoft Office suite, particularly Word, Excel, and PowerPoint, required.
• May consider other acceptable equivalent combinations of training and experience.

Essential Knowledge & Skills

• Exceptional ability to proactively anticipate the needs, priorities, and concerns of the President and the Office of the President—looking ahead to the immediate, intermediate, and long-term future to ensure that nothing is left to chance in a fast-paced, demanding, and dynamic environment.
• Excellent oral and written communication skills.
• Ability to meet project deadlines while adapting to immediate demands.
• Exceptional organization and digital filing skills, with a leadership orientation toward office functions. 
• Advanced administrative skills with an emphasis on customer service by phone, email and in-person.
• Balance of team-oriented temperament with confident self-direction to accomplish tasks quickly and efficiently.
• Emotional intelligence, tact, discretion, and tolerance for incomplete information or ambiguity.
• Unquestionable confidentiality, personal integrity, and trustworthiness.
• Develops and maintains good working relationships and communication at all levels of the organization.
• Observes safety guidelines and follows procedures established by the university. 
• Self-motivated with the ability to work effectively alone and within a team environment.
• Supports, respects, and advances the mission of Saint Mary’s University as a Lasallian Catholic university. 
• Comfort and familiarity with the business dress, formal communication, and established protocols of an executive office environment.
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Physical Demands

• Sedentary work. Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.
• Light work. Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities.
• Medium work. Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds.
• Heavy work. Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds.

Physical Hazards – Health and Safety Concerns

• General office environments
• Ergonomics
• Noise
• Chemicals
• Driving
• Biohazards
• Extreme climate (Hot/Cold)

Apply online at https://www.smumn.edu/about/offices-services/human-resources/employment-opportunities/ and include a cover letter, resume, and contact information for three professional references.

Saint Mary’s University of Minnesota believes inclusion and human dignity contributes to a robust academic and work environment and is critical to achieving the University's mission in an increasingly diverse society. Individuals with expertise and diverse skills from underrepresented groups are especially encouraged to apply. Saint Mary’s University of Minnesota is an equal opportunity/affirmative action employer. The successful candidate must support, respect, and advance the mission of Saint Mary's University as a Lasallian Catholic institution.

Saint Mary’s offers a comprehensive benefit package including health, dental, vision, life and disability insurance, flexible spending, retirement pension plan, and both undergraduate and graduate tuition remission plans.

All offers of employment are contingent upon the successful completion of a criminal background check.