Executive Assistant to President

Job summary:

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 of 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 members (students, staff, and faculty) to disseminate information and facilitate school relations pertaining to the Office of the President.