Executive Assistant to the President

Dominican House of Studies; Washington (District of Columbia); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Health benefits

403B retirement plan

Paid vacation & holidays

Job summary

The Pontifical Faculty of the Immaculate Conception at the Dominican House of Studies in Washington, DC seeks an Executive Assistant to the President for a full-time, in-office role. You will provide dedicated personal support, manage calendars, draft correspondence, coordinate travel, and prepare briefing materials.

The role emphasizes discretion, proactive organization, and the ability to thrive in a faith-based academic environment, with collaboration across institutional leadership and staff.

Qualifications

• Experience in an executive support, administrative, or operational role.
• Proficiency with Microsoft Office; willingness to learn Google Workspace and MacOS.

Responsibilities

• Manage the President’s personal schedule and calendar; prevent conflicts.
• Draft correspondence and meeting requests; monitor email for action items.
• Process and code expenses; track travel and hospitality costs.
• Coordinate travel including flights, hotels, and ground transportation.
• Prepare briefing materials and agendas; take notes and follow up on actions.
• Serve as a professional point of contact for visitors and guests.
• Provide day-of support and respond to ad hoc requests aligned with priorities.

Skills

Executive support

Administrative work

Operational coordination

Tools

Microsoft Office

Google Workspace

MacOS

Job description

Position: Executive Assistant to the President
Location: Dominican House of Studies, Washington, D.C.

Position: Executive Assistant to the President

Institution: The Pontifical Faculty of the Immaculate Conception (PFIC)

Location: Washington, DC (Full-time, In-Office)

Job Description

The Pontifical Faculty of the Immaculate Conception is a Catholic graduate school and seminary, serving Dominican friars, other religious, seminarians, and priests, as well as lay students. The Thomistic Institute is also part of the PFIC.

As Executive Assistant to the President, you’ll provide dedicated, personal support to the President, ensuring that executive time, attention, and energy can remain focused on the mission, academic leadership, and institutional and apostolic responsibilities of the Faculty. You’ll report directly to the President.

This is an onsite role and your daily presence at the office is core to how you’ll support the President, build relationships, anticipate needs, and be part of the institutional community. The PFIC is located in the Dominican House of Studies, close to the Basilica of the National Shrine of the Immaculate Conception and the Catholic University of America.

This role is well-suited for a proactive, highly organized individual who takes real ownership over the details of an executive’s day-to-day, derives energy from triaging tasks and getting things across the finish line, and who finds genuine satisfaction in enabling someone else’s effectiveness.

What You’ll Do

1. Presidential Support

• Manage the President’s personal schedule and calendar, including proactive conflict prevention.
• Draft correspondence, meeting requests, and responses to speaking invitations on behalf of the President; monitor their email for action items and flag time-sensitive matters.
• Process and code the President’s expenses and receipts (e.g., in Expensify), maintaining accurate tracking of travel, hospitality, and related costs.
• Coordinate the President’s travel, including flights, hotels, and ground transportation.
• Handle physical signature requirements and outbound mail processing per the President’s direction.
• Serve as the point of coordination for internal meeting requests with the President and act as a channel for staff to route high-priority needs, decisions, and time-sensitive items to the President, helping ensure they reach him promptly and are appropriately prioritized.
• Prepare briefing materials and agendas for the President’s internal and external meetings; as appropriate, sit in on meetings, prepare summary minutes, and follow up on action items.
• Manage the President’s personal files and records, and handle research and document requests in support of their work.
• Coordinate the President’s speaking engagements and conference logistics.
• Serve as a welcoming and professional point of contact for the President’s visitors and guests.
• Provide day-of support and respond to ad hoc requests in support of the President’s priorities.

Who You Are

1. Strengths and Temperament

• You’re comfortable reacting and adapting; you don’t need a pre-set plan or long runway to feel oriented, and you can build order out of a live stream of shifting asks and priorities.
• You’re even-keeled, patient, and low-ego, energized by a brisk working rhythm and by being the source of order in someone else’s fast-moving day.
• You view task triage, calendar accuracy, correspondence, and follow-through as core to the role.
• You understand that this role’s impact is measured not by personal visibility, but by how well the President is freed to focus on executive leadership priorities.
• You’re discreet and trustworthy with sensitive information and correspondence.
• You’re self-directed and resourceful, comfortable bringing structure to the role rather than expecting it from above.

2. Qualifications

• As a representative of the Dominican Province of St. Joseph and the PFIC, applicants must be practicing Catholics in good standing who assent to and profess the Catholic faith in its entirety as presented in the Catechism of the Catholic Church.
• Prior experience in an executive support, administrative, or operational role preferred.
• Proficiency with Microsoft Office; proficiency in or willingness to learn Google Workspace tools and Mac Operating System (MacOS).
• Prior experience in a higher education, nonprofit, or faith-based institutional setting is valuable but not required.

Compensation and Benefits

This is a full-time, salaried role with health benefits, a 403B retirement plan, and potential for growth over time.

In addition to 2 weeks of paid vacation and public holidays, the PFIC provides paid leave for select Catholic Solemnities (e.g., St. Joseph’s Day, the Triduum) and an extended Christmas Break (Dec 21 – Jan 2).

The Pontifical Faculty of the Immaculate Conception at the Dominican House of Studies is an institution sponsored by the Dominican Friars of the Province of St. Joseph. The person holding this position will represent the PFIC and the Dominican friars in public, will bear witness to and teach the Catholic faith, and will at times participate in (and even lead others in) Catholic prayers. Applicants must be practicing Catholics in good standing who assent to and profess the Catholic faith in its entirety as presented in the Catechism of the Catholic Church.

Members of the PFIC team are encouraged to participate in the regular liturgical life of the Dominican friars (e.g., step away from work for Mass, the daily midday rosary, the divine office, etc.).