Executive Administrative Coordinator

About Christian Brothers University:

CBU is committed to creating and maintaining a rigorous and enriching learning experience for our students by providing them the best instruction and support by a superior faculty and staff. CBU encourages opportunities to celebrate diversity in an environment that prepares our students to be global citizens. CBU is an attractive and safe campus environment, and it is quite possibly one of the friendliest campuses anywhere.

If you would like to contribute to these hallmarks of a CBU education, please consider applying for our faculty or staff vacancies through these current employment opportunities.

Job Description:

Purpose of Position and Scope of Responsibility:

The Executive Administrative Coordinator is a key member of the President's Office and serves in the essential roles of problem solver, traffic controller and customer service leader in supporting the critically important Lasallian educational mission of Christian Brothers University.

To be successful in the role, the Executive Administrative Coordinator must be strategic, proactive and detailed-oriented multi-tasker in performing their daily responsibilities. Under minimal supervision, the Executive Administrative Coordinator provides advanced administrative support and excellent customer service for both the EVP & COO, the President and the VP of Advancement. The Executive Administrative Coordinator ensures the office's smooth daily operation and works with colleagues to improve office processes, protocols and procedures in support of that important objective.

The Executive Administrative Coordinator acts in a highly visible manner on behalf of both the office and the university, while serving, stewarding and engaging with both internal parties (including administrators, faculty, staff and students) and external constituents (such as donors, alumni, corporate leaders, foundation officials, and community members). The Executive Administrative Coordinator frequently deals with complex and/or confidential requests, matters and situations while providing support to the Office of the President. Must maintain discretion and confidentiality among all constituencies.

Key Responsibilities

Executive Support:

• Manage and maintain the EVP/COO and President's office calendar, including scheduling meetings, resolving conflicts, and ensuring efficient use of time.
• Coordinate and prepare materials for meetings, presentations, and special projects.
• Draft, proofread, and edit correspondence, reports, and presentations.
• Monitor and respond to emails and other communications on behalf of the EVP/COO and President as appropriate.

Administrative Oversight:

• Serve as a central point of contact for the EVP/COO and President's office, managing inquiries and directing them to appropriate departments or individuals.
• Plan and coordinate travel arrangements, including itineraries, accommodations, and expense reporting.
• Ensure proper documentation and record-keeping, maintaining confidentiality at all times.

Project Coordination:

• Assist in tracking and managing special projects and initiatives led by the EVP/COO, President and VP of Advancement.
• Collaborate with university departments to gather information, monitor progress, and ensure deadlines are met.
• Prepare detailed reports and summaries for review.

Stakeholder Engagement:

• Liaise with internal teams, board members, donors, and external partners on behalf of the EVP/COO, VP of Advancement and President.
• Prepare communications to the Board of Trustees, assist in development and maintenance of materials for board and committee meetings; accurately record, transcribe and circulate meeting minutes.
• Coordinate and execute high-level events, meetings, and presentations. Including but not limited to board meetings, special events, receptions, Commencement and Convocation
• Represent the EVP/COO and President's office in a professional and courteous manner.

Office Operations:

• Mentor junior administrative staff as needed.
• Manage the office budget, monitor expenditures, and approve invoices.
• Continuously improve operational processes for efficiency and effectiveness

Requirements:

Qualifications

• Education: Bachelor's degree in business administration, communications, or a related field preferred. Equivalent experience may be considered.
• Experience: Minimum of 5?8 years of experience in an executive assistant or senior administrative role, preferably supporting C-level executives or university leadership.

Skills:

• Exceptional organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Discretion and the ability to handle sensitive and confidential information.
• Strong interpersonal skills, with the ability to build relationships across diverse teams.

Additional Information:

Christian Brothers University is a Catholic university in the student-centered tradition of the De La Salle Christian Brothers. CBU fosters academic excellence in a range of programs to prepare students from all faiths and backgrounds for careers and lives informed by the Lasallian values of faith, service, and community.

Christian Brothers University offers a comprehensive benefits package including health, dental, vision, life and disability insurance, flexible spending, retirement pension plan, 403(b), and both undergraduate and graduate tuition waiver plans. CBU also offers tuition waivers for dependents of employees and participates in the Tuition Exchange Program, a reciprocal scholarship exchange program for family members of full-time faculty and staff.

Christian Brothers University offers equal employment opportunity to all applicants for employment, regardless of sex, age, race, color, religion, sexual orientation, national and ethnic origin or disability.