Executive Assistant, Office of the Provost

Xavier University; Cincinnati (OH); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Comprehensive insurance

Tuition remission

Paid time off

Retirement plan

Health savings accounts

Job summary

Xavier University in Cincinnati seeks an Executive Assistant to the Provost and CAO to provide confidential administrative support, manage the Provost’s and CAO’s calendars, coordinate complex meetings, and liaise with university leaders and external partners in a fast-paced academic environment.

The successful candidate will demonstrate discretion, superb organization, and the ability to handle multiple priorities, with experience supporting senior leaders and contributing to governance

Qualifications

• Associate’s degree required.
• Three to five years of related administrative experience.
• At least one year of experience providing administrative support to an executive senior leader, or comparable position.

Responsibilities

• Manage and coordinate the extensive calendar and meeting schedule for the Provost and CAO, ensuring recurring meetings and critical commitments are scheduled and completed in a timely manner.
• Anticipate meeting needs and coordinate with University offices to gather materials and complete advance work.
• Track and follow up on action items resulting from meetings.
• Provide administrative support for the Board of Trustees' Academic Affairs Committee and related working groups.
• Assist with the University's rank and tenure process and provide support to the University Rank & Tenure Committee.
• Prepare memos, correspondence, and other materials for review and signature by the Provost and CAO.
• Maintain and update distribution lists, email lists, committee records, and related documents.
• Communicate and distribute information on behalf of the Provost and CAO.
• Coordinate travel arrangements for the Provost and CAO.
• Maintain the Academic and University Committees document.
• Support the annual Academic Program Check-in process.
• Perform other administrative duties in support of the Provost and CAO as assigned.

Education

Associate’s degree

Job description

Executive Assistant, Office of the Provost

Xavier University is seeking a highly organized, proactive, and service-oriented Executive Assistant to provide confidential administrative support to the Provost and Chief Academic Officer (CAO) and the Office of the Provost.

This position plays a key role in supporting the day-to-day operations of the Provost and CAO's office, coordinating complex calendars and meetings, facilitating communication with University leaders and external stakeholders, and ensuring that important administrative priorities are handled efficiently and effectively.

The Executive Administrative Assistant will work closely with the Provost and CAO, Associate Provosts, Associate Vice President, University administrators, Board of Trustees members and their assistants, faculty, staff, and external partners. The successful candidate will demonstrate exceptional judgment, professionalism, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced university environment.

Job Responsibilities

Support the Provost and Chief Academic Officer

• Manage and coordinate the extensive calendar and meeting schedule for the Provost and CAO, ensuring recurring meetings and critical commitments are scheduled and completed in a timely manner.
• Anticipate meeting needs and coordinate with University offices to gather materials and complete advance work.
• Track and follow up on action items resulting from meetings.
• Provide administrative support for the Board of Trustees' Academic Affairs Committee and related working groups.
• Assist with the University's rank and tenure process and provide support to the University Rank & Tenure Committee.
• Prepare memos, correspondence, and other materials for review and signature by the Provost and CAO.
• Maintain and update distribution lists, email lists, committee records, and related documents.
• Communicate and distribute information on behalf of the Provost and CAO.
• Coordinate travel arrangements for the Provost and CAO.
• Maintain the Academic and University Committees document.
• Support the annual Academic Program Check-in process.
• Perform other administrative duties in support of the Provost and CAO as assigned.

Support the Office of the Provost

• Serve as the welcoming first point of contact for visitors to the Office of the Provost.
• Coordinate meeting schedules and calendars for the Associate Provost for Strategic Initiatives, Associate Provost for Academic Engagement, Associate Provost for Academic Excellence, and Associate Vice President for Provost Budget and Planning.
• Proactively identify opportunities to improve the quality, efficiency, responsiveness, and effectiveness of administrative services provided by the Provost and CAO team.
• Schedule and coordinate use of conference rooms & coordinate monthly team meetings.
• Arrange meeting room setups, catering, supplies, technology, and other logistical needs.
• Serve as a Buyer in Workday for the Office of the Provost.
• Reconcile Provost Area purchasing cards in Workday.
• Maintain office supplies and place orders as needed.
• Serve as a backup Building Coordinator for Schmidt Hall.
• Prepare and distribute communications and memos on behalf of members of the Office of the Provost and others conducting business within the Provost Area.
• Update Provost Area webpages as needed.
• Perform other duties in support of the Office of the Provost as assigned.

Activity and Event Collaboration

• Coordinate the University’s spring Academic Honors Celebration.
• Support faculty recognition activities associated with the University’s employee recognition ceremony.
• Collaborate on special projects and University initiatives as assigned.

Qualifications

• Associate’s degree required.
• Three to five years of related administrative experience.
• At least one year of experience providing administrative support to an executive senior leader, or comparable position.

Candidates selected for the final stages of the interview process will be asked to provide the names and contact information of three professional references.

Xavier University is part of the 500-year-old Jesuit Catholic tradition of academic excellence in the liberal arts. Guided by our mission and values, we welcome and support members from diverse backgrounds and life experiences. We unreservedly commit to open and free inquiry, deliberately seek out multiple perspectives, and create a campus where everyone feels a sense of belonging. Our campus is located in the vibrant and thriving city of Cincinnati, which has an array of neighborhoods and activities to suit many interests.

Benefits - Applies Only To Full-time Positions

• Comprehensive insurance plans including medical, dental, vision and prescription coverage.
• Tax advantaged accounts including health savings accounts, flexible spending accounts, and dependent care account.
• Financial security via life and long-term disability insurance, accident and illness insurance, and retirement savings plans.
• Generous paid time off work options including vacation, sick leave and holidays.
• Tuition remission for employees and their eligible dependents.