Job Title: Assistant to the Secretary of the Board
Job Summary: The Assistant to the Secretary of the Board provides high-level administrative support to the Office of the President and the Office of the Board of Trustees. Reporting directly to the Secretary of the Board, this position is responsible for the daily coordination of executive functions, management of complex projects, and implementation of effective administrative systems that support institutional priorities.
Based on the nature of the responsibilities and the confidential and service-intensive environment of the Office of the President/Board of Trustees, this is a full-time, in-person position.
As a key member of a small executive support team, the assistant regularly interacts with the President, the Secretary of the Board, the Sr. Director of Board Operations, the 38-member Board of Trustees, and other senior university leaders. The position requires exceptional discretion, sound judgment, and a demonstrated ability to work both independently and collaboratively with a high degree of professionalism.
Full Job Description: Executive and Administrative Operations - Oversee the day-to-day administrative functions of the President's and Board of Trustees' Offices, including procurement, vendor coordination, technology needs, and records management.
- Draft and manage correspondence involving internal and external stakeholders.
- Support the Secretary of the Board and Senior Director of Board Operations in executing special projects, events and institutional initiatives.
- Recommend and implement process improvements to enhance administrative effectiveness.
- Oversee office logistics and physical facility needs, including supplies, furniture, and equipment.
Governance and Committee Support - Maintain archival records and administrative files related to the President's Office, Board of Trustees, and Honorary Degree Committee.
- Plan and manage meetings of the Honorary Degree Committee, track submissions and committee membership, and coordinate communications.
- Maintain web pages for the Office of the President, Board of Trustees, and Honorary Degree Committee.
Financial and Budget Oversight - Process expenses, purchase orders, and reimbursements in accordance with university policies.
- Collaborate with Office of Business and Finance to provide regular financial updates and ensure fiscal accountability.
- Prepare quarterly budgetary updates for review by the Secretary of the Board.
Student Employee Supervision - Manage student employees utilized by President's Office, including hiring, training, oversight of work schedules, and time sheet submissions.
- Foster a professional and developmental work environment, mentoring students in alignment with Jesuit Catholic values of service and care for the whole person.
- Delegate tasks and evaluate student performance.
- Coordinate and lead the office onboarding process for new student employees.
- Create and manage informational office processes for new student employees.
Presidential Events and Commencement Coordination - Assist in managing event logistics and guest tracking for the President and Board of Trustees, including spring and fall commencements.
- Coordinate invitations, RSVPs, and special ticketing for presidential guests and trustees.
General Support and Engagement - Provide a welcoming and professional environment for visitors and colleagues.
- Serve as a liaison across departments and act as a proactive problem solver.
- Perform other duties as assigned by the Secretary of the Board or Senior Director of Board Operations.
Qualifications Required: - Bachelor's degree in a relevant field.
- Three to five years of administrative experience, ideally within higher education or a similarly complex environment.
- Experience supporting senior leadership and/or governing boards.
Core Competencies: - Commitment to the mission and values of Jesuit Catholic higher education.
- Exceptional written and verbal communication skills.
- Discretion and professionalism in handling confidential information.
- Strong judgment, organizational, and problem-solving abilities.
- Ability to manage competing priorities and work under deadline pressure.
- Demonstrated ability to work effectively both independently and in collaboration with others.
- Technological proficiency and adaptability.
Full-Time/Part-Time: Full time
Pay Rate: Salary
Salary Range : $80,000-$90,000 annualized; commensurate with experience
