Executive Assistant to the Senior Vice President for Academic Affairs

Anna Maria College; Paxton (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

Anna Maria College is seeking a highly motivated Executive Assistant to support the Senior Vice President for Academic Affairs. This role involves overseeing daily operations, managing communications, and assisting with faculty matters and institutional initiatives within a dynamic academic environment.

Qualifications

• Minimum of three years' experience in an executive support or administrative role.
• High level of integrity, discretion, and commitment to confidentiality.
• Demonstrated ability to work independently and proactively.

Responsibilities

• Oversee daily operations of the SVPAA’s office.
• Maintain the SVPAA’s calendar and schedule meetings.
• Prepare high-quality written materials and correspondence.

Skills

Organizational skills

Communication skills

Interpersonal skills

Time-management skills

Analytical skills

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office Suite

Learning Management Systems

Job description

• Executive Assistant to the Senior Vice President for Academic Affairs

Executive Assistant to the Senior Vice President for Academic Affairs

Division: Academic Affairs

Position reports to: The Senior Vice President for Academic Affairs

Description: Anna Maria College seeks a highly motivated and detail-oriented Executive Assistant to support the Senior Vice President for Academic Affairs (SVPAA). This individual will serve as a critical partner, ensuring the efficient operation of the Office of Academic Affairs and supporting the SVPAA’s initiatives across the division. The Executive Assistant must be able to work proactively and independently in a fast-paced environment, exercise sound judgment, and interact professionally with internal and external stakeholders, including faculty, staff, students, Trustees, and visiting dignitaries.

This role requires exceptional organizational, communication, and interpersonal skills, as well as a high level of discretion, professionalism, and commitment to confidentiality.

This position is open until filled.

Core Responsibilities

• Oversee daily operations of the SVPAA’s office, ensuring effective workflow and communication within the Academic Affairs division and across the College.
• Maintain the SVPAA’s calendar, scheduling meetings, travel, and events with attention to logistics, balance, and prioritization.
• Serve as liaison between the SVPAA and internal/external constituencies, managing phone calls, correspondence, and inquiries, including confidential matters.
• Conduct research as necessary, formulate solutions and make recommendations.
• Prepare high-quality written materials, including correspondence, presentations, reports, agendas, and meeting minutes.
• Maintain an extensive digital and physical filing system; coordinate record retention and disposal in accordance with College policy.
• Reconcile budgets and prepare reports for the SVPAA; monitor division’s expenditures to ensure accuracy and compliance with guidelines.
• Assist SVPAA’s reporting related to institutional accreditation, assessment processes, Faculty affairs, and Board committees.
• Track key project deadlines, manage follow-ups, and support divisional initiatives and priorities.
• Provide support for faculty matters, including tenure and promotion processes, sabbaticals, contracts, and committee work.
• Participate in various meetings, track action items and support implementation.
• Provide logistical support for divisional events, including Academic Planning Day, the Academic Symposium, the LaVigne Lecture Series, award ceremonies, and galas.
• Prepare Dean’s List letters and certificates; manage correspondence to students on academic standing.
• Support the production and review of the Academic Catalog and other key publications.
• Provide support and information to faculty, staff, and student visitors regarding Academic Affairs policies and procedures.
• Assist with drafting talking points, presentations, and communications for the SVPAA’s public engagements and Board reports.
• Perform other duties as assigned to support the mission and the SVPAA’s priorities.

Qualifications:

• Minimum of three years experience in an executive support or administrative role; prior experience in higher education and supporting a senior leader preferred.
• Proven ability to manage multiple complex tasks simultaneously with professionalism, accuracy, and attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to work independently and proactively in a dynamic and evolving environment.
• High level of integrity, discretion, and commitment to maintaining confidentiality, including FERPA compliance.
• Strong organizational and time-management skills, with a collaborative and solutions-oriented approach.

Preferred Skills and Competencies:

• Strong working knowledge of institutional operations, especially within Academic Affairs.
• Ability to interpret and apply institutional policies and procedures effectively.
• Demonstrated commitment to the mission and values of Anna Maria College.
• Familiarity with academic structures, policies, and terminology preferred.
• Proficiency with Microsoft Office Suite, Learning Management Systems, and digital document management tools.
• Strong analytical skills, including the ability to compile data and prepare comprehensive reports.

A minimum of two years’ experience in a related administrative role is required. Prior experience working in an Academic setting will be prioritized.

Anna Maria College is a private Catholic college in Paxton, Massachusetts. Located on a 260-acre campus, it offers four-year degrees that prepare students to become responsible leaders and serve their communities.

From the first day on campus, you are treatedas a professional-in-training.

You are prepared to succeedin the real world— becauseyou’re alreadyin it.

Become Something Greater. Anna Maria College will inspire you to a life of meaning, involvement and influence.

We understand the importance of keeping an Anna Maria College education within reach of all.