Senior Executive Administrative Assistant

University of Notre Dame; Notre Dame (IN); On-site; USD 59,000 - 72,000; Full time

Job summary

University of Notre Dame in Indiana seeks a Senior Executive Administrative Assistant reporting to the Director of Executive Office Operations. This high-visibility role coordinates the Vice President for Research's priorities, calendars, travel, and communications in a fast-paced academic setting.

The ideal candidate has a strong track record in executive support, exceptional organization, discretion, and the ability to manage multiple deadlines.

Qualifications

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Sound judgment and the ability to handle confidential and sensitive information with discretion.
• Demonstrated ability to prioritize, solve problems proactively, and manage competing priorities and deadlines.
• Strong relationship management skills and the ability to interact professionally with senior leaders and diverse stakeholders.
• Proficiency with standard software: Word, Excel, PowerPoint, Adobe Acrobat Pro.

Responsibilities

• Manage the VPR's calendar, appointments, travel arrangements, correspondence, and daily priorities. Anticipate needs, prepare briefing materials, and ensure readiness for meetings.
• Serve as a primary point of contact for the VPR's office, coordinating communications with senior university leaders, faculty, staff, donors, and external partners.
• Plan and coordinate executive meetings, leadership discussions, and special engagements. Prepare agendas and materials, document action items and ensure follow-up.
• Support daily operations of the VPR's office by improving administrative processes and maintaining organized records.
• Assist with executive office programs, events, and strategic initiatives, coordinating logistics and tracking deliverables.
• Monitor deadlines and manage competing requests to keep executive priorities moving forward.

Skills

Organizational skills

Communication

Discretion

Prioritization & time management

Relationship management

Education

High school diploma or GED

Tools

Microsoft Word

Excel

PowerPoint

Adobe Acrobat Pro

Job description

Senior Executive Administrative Assistant

• Full-time
• Division: Vice President of Research
• Job Subfamily: Advisory Operations - UO006
• Job Family: University Operations

The University of Notre Dame is more than a workplace; it is a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person-mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Reporting to the Director of Executive Office Operations, the Senior Executive Administrative Assistant provides high-level executive and administrative support to the Vice President for Research (VPR). This role coordinates executive priorities, scheduling, communications, meetings, and engagements in a fast-paced, highly visible environment.

Serving as a key liaison among the VPR, university leadership, faculty, staff, donors, and internal and external stakeholders, the Senior Executive Administrative Assistant ensures effective communication, thoughtful preparation, and timely follow-through on executive priorities. The position also supports executive office operations, programs, events, and special projects in collaboration with Notre Dame Research (NDR) leadership and campus partners.

The ideal candidate demonstrates exceptional organizational skills, professionalism, sound judgment, discretion, and the ability to manage competing priorities while maintaining confidentiality and attention to detail.

Key responsibilities:

• Manage the VPR's calendar, appointments, travel arrangements, correspondence, and daily priorities. Anticipate needs, prepare briefing materials, and ensure readiness for meetings and engagements.
• Serve as a primary point of contact for the VPR's office, coordinating communications with senior university leaders, faculty, staff, donors, and external partners. Exercise professionalism, discretion, and sound judgment when handling sensitive information.
• Plan and coordinate executive meetings, leadership discussions, and special engagements. Prepare agendas and materials, document action items as appropriate, and ensure timely follow-up and completion of commitments.
• Support the daily operations of the VPR's office by improving administrative processes, maintaining organized records, and facilitating communication and coordination across NDR and campus partners.
• Assist with executive office programs, events, and strategic initiatives, coordinating logistics, tracking deliverables, and supporting successful execution.
• Monitor deadlines, manage competing requests, identify emerging needs, and proactively address issues to keep executive priorities moving forward.

• High school diploma or GED.
• 5+ years of relevant professional experience.
• Experience providing executive-level administrative support and coordination.

Preferred Qualifications:

• Experience supporting senior executives in a complex organization or higher education environment.
• Experience coordinating executive meetings, travel, events, and special projects.

Required Skills and Abilities:

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Sound judgment and the ability to handle confidential and sensitive information with discretion.
• Demonstrated ability to prioritize, solve problems proactively, and manage competing priorities and deadlines.
• Strong relationship management skills and the ability to interact professionally with senior leaders and diverse stakeholders.
• Proficiency with standard software programs, including Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.

Salary up to $65,000, commensurate with experience.
Applications due by 11/4/2026

The University ofNotreDameseeks seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover,NotreDameprohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).Westronglyencourageapplicationsfrom candidates attracted to a university with a Catholic identity.