Executive Assistant to the President

American Society of Administrative Professionals; North Bethesda (MD); On-site; USD 60,000 - 90,000; Full time

Job summary

The American Society of Administrative Professionals seeks an Executive Assistant to provide high-level administrative and operational support to the President. The role manages calendars, travel, correspondence, and confidential materials, serving as a primary liaison with constituents and campus stakeholders.

Responsibilities include coordinating events such as major institutional milestones, preserving professional image, and supporting board relations with minute-taking and materials

Qualifications

• Bachelor's degree required.
• 5–10 years of general administrative/executive support experience.
• Proficiency in Microsoft Office Suite and calendar management.

Responsibilities

• Provide high-level administrative support to the President, including calendar management and travel arrangements.
• Draft, edit, and manage confidential executive communications and correspondence.
• Oversee office purchasing, supplies, and equipment needs for the President's office.
• Coordinate events and manage RSVPs for presidential and trustee-hosted functions.
• Serve as a liaison between school leadership, staff, students, and external community members.
• Attend quarterly Board of Trustees meetings and record minutes.
• Maintain discretion and professional standards in handling confidential materials.
• Prioritize tasks and manage multiple deadlines with minimal supervision.

Skills

Calendar management

Travel planning

Executive support

Written communications

Discretion & confidentiality

Organizational skills

Time management

Education

Bachelor's degree from an accredited college or university

Tools

Microsoft Office Suite (Word, Excel, PowerPoint)

Job description

The Executive Assistant to the President provides high-level administrative and operational support to the President. Key responsibilities include managing calendars, travel arrangements, executive meetings, executive communications, and confidential materials. Serving as a primary liaison to constituents and the broader community, this role partners closely with executive leadership, fellow administrative staff, and key stakeholders to ensure seamless coordination and daily operations across campus.

Duties/Responsibilities:

Executive & Administrative Support:

• Provide high-level administrative management for the President, including managing calendars, arranging executive travel, and handling confidential information.
• Serve as the primary point of contact and receptionist for the Office of the President, delivering a professional, welcoming image both in person and over the phone.
• Draft, edit, and manage executive correspondence, mailings, and confidential communications.
• Oversee office purchasing, supply inventory, and equipment needs for the President's office.
• Execute special projects and general administrative duties as assigned by the President.

Campus Event Management:

• Liaise with campus partners to coordinate events in alignment with the school's master calendar to ensure seamless scheduling across campus.
• Lead the planning and execution of major annual institutional milestones, serving as the lead event manager for Graduation and hosting President's Senior Dinners.
• Provide event management support for key advancement and institutional gatherings, including Open House, the Annual Gala, Homecoming, President's Counselors Dinner, and Campus Ministry events.
• Coordinate event logistics, guest lists, and RSVP tracking for all Presidential and Trustee-hosted functions.

Parent & Community Liaison:

• Serve as the primary administrative liaison between school leadership, staff, faculty, students, and external community members.
• Support the Parents' Club by serving as liaison, acting as Treasurer, and coordinating major signature events (e.g., President's Mass & Reception, seasonal socials, parent education meetings, and parent-student masses).

Board Relations:

• Facilitate administrative support for the Board of Trustees, including coordinating meeting materials, managing mailings, and tracking event RSVPs.
• Attend quarterly Board of Trustees meetings to record official meeting minutes.
• Build and maintain productive working relationships with Board members, donors, alumni, peer institution leadership, and administrative officers.
• Work with all areas of the school community (students, staff, and faculty) to disseminate information and facilitate school relations pertaining to the Office of the President.

Knowledge, Skills, and Abilities:

• Strong initiative, flexibility, and the ability to work independently while thriving in a collaborative team environment.
• High level of integrity, professional standards, and discretion in handling confidential materials.
• Exceptional organizational and time-management skills, with the ability to prioritize, manage multiple competing tasks, and consistently meet deadlines.
• Exceptional written communication skills. Demonstrated mastery in executive-level writing, editing, and proofreading, with the ability to independently compose high-quality correspondence, reports, and official board materials.
• Ability to represent the President's office with diplomacy and poise, communicating effectively with trustees, donors, leadership, and campus stakeholders.

Education and Experience:

• Bachelor's degree from an accredited college or university.
• Five to ten years of general administrative/office management or executive support required.
• Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint) and executive calendar management.

Physical Requirements:

• Ability to lift and carry up to 20 lbs regularly.
• Ability to stand, sit, or walk for extended periods (up to 8 hours/day).