Executive Administrative Assistant

Xavier University of Louisiana; New Orleans (LA); On-site; USD 45,000 - 65,000; Full time

Job summary

Xavier University of Louisiana seeks an Executive Administrative Assistant to the Dean for the College of Arts and Sciences (CAS). The role provides advanced administrative and financial support to the Dean, handling confidential matters and supporting CAS strategic priorities.

The successful candidate will work with the Dean’s Office staff to manage calendars, communications, travel, budgets, reporting, and events; maintain CAS web pages and social media, and supervise student workers.

Qualifications

• Bachelor’s degree in any field.
• Three to five years’ experience in a responsible administrative support position that demonstrates knowledge of administrative methods, including managing budgets.
• Ability to work independently on multiple projects and exercise sound judgment in addressing program issues.
• Willingness to acquire knowledge of new programs, processes, and technologies.
• Ability to multitask and prioritize evolving, time-sensitive workloads.
• Excellent verbal and written communication, interpersonal, and organizational skills.
• Proficient in MS Office Suite and Adobe.

Responsibilities

• Manage workflow to ensure deadlines are met and work is accurate.
• Coordinate communications with all Dean’s Office constituents (students, faculty, staff, employers).
• Maintain and enhance the Dean’s Corner site and CAS webpages for accessibility and educational value.
• Oversee the College of Arts & Sciences social media presence.
• Assist in communication of activities and manage the Dean’s travel.
• Manage the Dean and Associate Dean’s executive calendars with cross-department coordination.
• Prepare meeting agendas and background materials.
• Record meeting notes and minutes and follow up on actions.
• Arrange conference rooms, A/V equipment, and materials for meetings.
• Provide on-site supervision of events and assist with facilities and problem resolution.
• Assist with reporting, data assembly, and draft budgets and annual reports.
• Process requisitions, POs, invoices, and deliveries; monitor expenditures.
• Supervise student workers and manage timesheets.
• Limited travel for professional development.
• Perform related duties as required.

Skills

Administrative experience 3-5 years

Budget management

Independent multi-project work

Adapt to new programs/tech

Multitasking / time management

Verbal and written communication

Education

Bachelor’s degree in any field

Tools

MS Office Suite

Adobe

Job description

Job Summary

Xavier University of Louisiana is accepting applications for the role of Executive Administrative Assistant. The Executive Administrative Assistant to the Dean for the College of Arts and Sciences (CAS) will provide advanced administrative support to the Dean by performing complex, varied and confidential administrative and financial functions supporting the College’s strategic priorities. The Executive Administrative Assistant to the Dean will be a strong, positive collaborative presence for the Dean’s Office staff.

AA/EOE Minimum Qualifications

• Bachelor’s degree in any field
• Three to five years’ experience in a responsible administrative support position that demonstrates knowledge of administrative methods, including managing budgets
• Demonstrated ability to work independently on multiple projects and regularly exercise sound judgment in addressing program issues
• Demonstrated readiness to acquire knowledge and familiarity with new programs, processes, and technologies
• Ability to efficiently multitask and prioritize constantly evolving and time-sensitive workload
• Excellent verbal and written communication, interpersonal, and organizational skills
• Proficient in MS Office Suite, Adobe

Essential Duties and Responsibilities

• Manage workflow by ensuring that deadlines are met and work is completed correctly
• Manage communications with all Dean’s office constituents including students, faculty, staff, and employers
• Maintain and enhance the “Dean’s Corner” website, the College of Arts & Sciences webpage, and ensure accessibility, clarity, and educational value
• Maintain and enhance the College of Arts & Sciences social media presence
• Assist in communication of activities and manage the Dean’s travel
• Manage the executive calendar for the Dean and Associate Dean including scheduling both on and off-campus appointments and meetings, in collaboration with various university departments, committees, boards, and external contacts
• Prepare meeting agenda(s) and background material for all meetings
• Execute appropriate follow through on meetings and appointments, as necessary, including meeting notes and minutes
• Provide proactive meeting set-up for the Dean, including locating conference rooms, audio-visual equipment, and coordinating meeting materials
• Provide on-site supervision of events, oversee facilities use, provide support, and assist in problem resolution
• Assist with reporting efforts, assemble data, write and/or edit reports
• Process requisitions for supplies, personnel action forms, and follow-up with purchase orders, invoices and deliveries
• Assist in preparing program budgets and annual report for approval of supervisor and manage and monitor expenditures
• Supervise student workers and manage timesheets
• Limited travel for professional development
• Perform related duties as required