Senior Administrative Assistant - Office of the Provost

Marymount University; Arlington (VA); On-site; USD 40,000 - 46,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Tuition remission

Generous paid time off

Retirement plan

Job summary

Marymount University seeks a highly organized, proactive Senior Administrative Assistant to support the Provost and Chief Academic Officer. The role manages calendars, coordinates university-wide meetings, and ensures confidential handling of high-priority priorities.

The ideal candidate has a Bachelor's degree and 5+ years of executive support experience, with strong skills in Microsoft Office, Workday, and adaptable communication. A Master’s degree and AI-tool experience are a plus.

Qualifications

• Bachelor's degree required; five+ years of executive support experience.
• Proficiency with Word, Excel, PowerPoint and MS Office suite.
• Experience with Workday or similar enterprise software is preferred.
• Experience applying AI-based tools to improve efficiency is desirable.

Responsibilities

• Support the Provost and CAO with complex calendar and meetings.
• Coordinate travel arrangements and prepare materials in advance.
• Prepare memos and communications for Provost/CAO review and signature.
• Maintain distribution lists, committee records, and related docs.
• Provide administrative oversight for accreditation duties and committees.
• Assist with hiring activities and onboarding support for Academic Affairs.

Skills

Executive support

Time management

Communication

Relationship building

Education

Bachelor's degree

Master's degree (preferred)

Tools

Workday

Microsoft Office

AI tools (proficiency)

Job description

At Marymount University, we believe meaningful work happens when talented people come together with shared purpose. We serve not only our students—but one another—creating a culture where teamwork, adaptability, and resilience are part of everyday practice,Located in Arlington, Virginia, just minutes from Washington, D.C., Marymount offers a dynamic and forward-looking environment where innovation is encouraged and flexibility is valued. We understand that higher education is evolving, and we embrace change with creativity, responsiveness, and a solutions-oriented mindset.Our faculty and staff thrive in a community that prioritizes communication, cross-functional collaboration, and service-driven leadership. Whether working directly with students or supporting them behind the scenes, every role contributes to a shared mission: helping students grow, succeed, and lead with purpose and confidence.Marymount University seeks a highly organized, proactive, and service-oriented Senior Administrative 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, effectively and confidentially.The Senior Administrative Assistant will work closely with the Provost and CAO and their direct reports, Vice Provost, University administrators and senior staff leaders, 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 (CAO)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 mannerBe punctual, dependable, and committed to a high quality of workExcellent personal time management skills as well as the ability to manage multiple other calendars for executives simultaneouslyAnticipate meeting needs and coordinate with University offices to gather materials and complete advance workTrack and follow up on action items resulting from meetingsProvide administrative support for the Board of Trustees' Academic Affairs Committee and related working groupsCollect, compile, and analyze complex information requestsCommunication and media workAssist with the University's Academic Policy, Budget and Planning (APBP) Committee and provide administrative support to the Provost who chairs this committeePrepare memos, correspondence, and other materials for review and signature by the Provost and CAOMaintain and update distribution lists, email lists, committee records, and related documentsCommunicate and distribute information on behalf of the Provost and CAOCoordinate travel arrangements for the Provost and CAOMaintain Academic Affairs and University Committees' records on an annual basisSupport institutional accreditation processes and provide administrative oversight and leadership on assigned accreditation dutiesPerform other administrative duties in support of the Provost and CAO as assignedSupport the Provost by communicating and/or interpreting policy, decisions, and documents issued by external entitiesSupport the Office of the ProvostServe as the welcoming first point of contact for visitors to the Office of the ProvostCoordinate meeting schedules and calendars for the Vice Provost to align with the Provost's calendar and strategic prioritiesProactively identify opportunities to improve the quality, efficiency, responsiveness, and effectiveness of administrative services provided by the Provost and CAO teamSchedule and coordinate use of conference rooms & coordinate standing meetingsArrange meeting room setups, catering, supplies, technology, and other logistical needsPrepare official communications from the Provost to internal and external constituentsServe as a Buyer in Workday for the Office of the ProvostReconcile Provost Area purchasing cards in WorkdayMaintain office supplies and place orders as neededPrepare and distribute communications and memos on behalf of members of the Office of the Provost and others conducting business within the Provost AreaUpdate Office of the Provost webpages as neededSupport hiring activities in Academic Affairs such as coordinating position postings, interview and hiring processes and onboarding support of new employeesPerform other duties in support of the Office of the Provost as assignedSupport Academic Affairs budget operations and planning including coordination with the Senior Director of Academic Financial AffairsActivity and Event CollaborationSupport faculty recognition activities associated with the University's Faculty Convocation event each fall as well as recognition events for special occasionsCollaborate on special projects and University initiatives assignedSupport annual institutional recognition ceremonies such as Commencement, Doctoral Hooding, Nursing Pinning and Honors ceremony activities by planning and assisting the Provost’s engagement in such events including schedule coordination, speech preparation with Communications office and logistical support. This will require occasional availability on weekends and eveningsSupport the Provosts engagement at other key institutional events such as admissions, orientation, Homecoming and community engagement eventsRequired Qualifications:Bachelor's degree requiredAt least 5 years of experience providing administrative support to an executive senior leader, or comparable positionProficiency in Microsoft systems and software (e.g. Word, Excel, PowerPoint)Preferred Qualifications:Master's degreeExperience using AI-based tools to enhance workplace efficiency and productivityExperience in purchasing, reconciliation of expenses, preparing expense reports, and using software to manage such processesExperience in preparing Standard Operating Procedures to support systematic organization of Academic Affairs processesPrior experience of working in a higher education or corporate settingExperience using Workday or similar enterprise software platformExperience in researching information and compiling succinct and coherent reports that support the executive/Provost’s preparation for meetings and eventsSpecial Skills and KnowledgeExceptional poise, confidence, and diplomacy when interacting with key stakeholdersAbility to build strong relationships and work with people at all levels within and external to the organizationPossesses high-level of attention to detail, strong time-management and problem-solving skills, ability to be resourceful, proactive, seek assistance as needed, and customer service orientationA high level of personal responsibility is nimble and can lead through change and ambiguityStrategic planning skillsKnowledge of the goals, objectives, structure, and operations of a universityAbility to gather data, compile information, and prepare reportsAbility to manage multiple responsibilities in a fast-paced environment, while meeting deadlines and goalsExceptional strategic and critical thinking skills as well as attention to detailGood judgment and decision-making skills, eager to take initiative, and a quick learnerExceptional written and verbal communication skillsPlanning and project management skillsCompensation/Total RewardsThe hourly range for this position is $28.85 - $33.65 (equivalent to $60,000 - $70,000 annually). It is competitive, market-based, and aligned with the University’s financial framework, ensuring your skills and experience are recognized and rewarded. But your total compensation goes well beyond your salary. As a valued member of our team, you’ll enjoy a comprehensive benefits package designed to support your health, financial security, and work-life balance. This includes medical, dental, and vision coverage; FSA or HSA; employee assistance program; life insurance; short- and long-term disability; contributions to the University’s 403(b) retirement plan; financial planning; identity theft protection; pet insurance; credit union and more. Interested in continuing your education? Our tuition remission program supports your professional growth and lifelong learning, and is also open to covered dependents. On top of that, our generous paid time off plan gives you the flexibility to recharge and maintain balance in your personal and professional life.Qualified candidates are invited to apply via our career portal by submitting a cover letter addressing their qualifications related to the information listed above, along with a resume.Employment is contingent upon successful completion of a background check and employment verification, and other role related requirements such as motor vehicle and/or drug screening.Marymount University is an equal opportunity employer. Marymount University does not discriminate on the basis of race, color, national origin, sex, age, disability, religion, sexual orientation, gender identity and expression, marital status, pregnancy, veteran status or any other protected bases under applicable federal and local laws and regulations in any of its programs or its activities, including employment and admission. The university also expressly prohibits any form of sex discrimination and sexual misconduct including sexual harassment, dating and domestic violence, rape, sexual assault, sexual exploitation and stalking in any of its programs or activities, including employment and admission. For more information, please visit: https://marymount.edu/student-life/health-wellness/title-ix-2/Marymount University is an E-Verify employer. http://marymount.edu/wp-content/uploads/2025/04/UTF-8E-Verify_Participation_Poster_Eng_Es-1.pdf