What are the responsibilities and job description for the Executive Assistant to the President and Board of Trustees Liaison position at La Salle University?
Position Overview
Position Title
Executive Assistant to the President and Board of Trustees Liaison
Department
110000 - Office of the President
Position Type
Regular
Position Classification
Full-Time, 12 months
Grant/Gift Funded (all or a portion)?
No
If Temporary or Grant Funded, Start Date and End Date
Position Description/Posting Details
Posting Number
S1224P
Position Summary
The Executive Assistant to the University President and Board of Trustees Liaison plays a critical role in supporting the President’s administrative functions. This role serves as the primary point of contact for internal and external stakeholders contacting the President, handling phone calls, emails, and correspondence, and ensuring timely and efficient communication on behalf of the President. The Executive Assistant drafts and edits correspondence, prioritizes messages, coordinates meetings, and organizes a wide variety of logistics, including travel and expense reconciliation, all while ensuring the President is prepared for events, meetings, and engagements. The Executive Assistant collaborates closely with the Chief of Staff, Executive Cabinet, and other key University stakeholders to facilitate smooth flow of communication and efficient operational processes, directly contributing to the President’s leadership and decision-making.
In addition to administrative duties, the Executive Assistant plays a key role in managing the Board of Trustees’ administrative activities. This includes collecting and preparing materials and coordinating logistics for executive committee and full board meetings and events, managing the board portal, taking minutes, ensuring board members receive necessary materials and information, and assisting with the onboarding of new trustees.
This position requires a high level of professionalism, efficiency, initiative, and strong organizational and problem-solving skills, along with the ability to manage a wide range of responsibilities with discretion, tact, and diplomacy. The Executive Assistant must be a proactive self-starter, adaptable to changing priorities, and able to support the President in achieving key objectives while maintaining focus on the University’s mission and strategic goals.
Essential Duties
Communication and Liaison:
- Serve as the primary point of contact for internal and external stakeholders seeking to communicate with the President and the Office of the President, including phone calls, emails, and mail.
- Conduct research and gather information to determine a course of action for aforementioned communications and prioritize them accordingly.
- Draft, proofread, and edit correspondence on behalf of the President. This includes, but is not limited to responding to inquiries, scheduling meetings, disseminating information, following up on action items, and writing letters and notes such as invitations, acknowledgements, thank-you notes, requests for support, and responses to questions about University initiatives.
- Facilitate communication between the President and other University administrators, faculty, staff, students, alumni, trustees, government officials, donors, and external partners, also consulting with the Chief of Staff and/or other Executive Cabinet members as necessary.
Administrative Support:
- Manage and prioritize the President’s schedule, coordinating with internal and external constituents to ensure alignment with the President’s objectives and optimal allocation and efficient use of the President’s time.
- Organize and track tasks and commitments made by and to the President, providing guidance and support to keep the President on track, ensuring deadlines are met, commitments are kept, and priorities are aligned.
- Proactively organize meeting and event materials for the President, following up with relevant external contacts, campus liaisons, and University Communications as necessary to ensure the President is briefed and prepared.
- Coordinate and oversee the President’s travel logistics (local to international), including any guests of the President as necessary, and ensure all logistics are handled smoothly and efficiently so the President can maximize travel time to focus on preparation for meetings, events, or other key business items.
- Prepare all necessary paperwork for expenses and reimbursements, including but not limited to preparing and/or validating expense reports, preparing credit card reconciliations on a timely basis. Liaise with President’s Office staff, as necessary, to ensure proper coding and tracking of expenses.
- Work with the Special Assistant to the President’s Office in coordinating and executing logistics for events and functions hosted by the President and the Office of the President.
Board of Trustees:
- Determine due dates for Board materials, prepare agendas and reminders, coordinate collection of documents from the Executive Cabinet and Board Committees, and keep all materials and access updated and organized in the Board of Trustee web portal.
- Communicate with the Special Assistant to the President’s Office to ensure resolutions that require action by the Board of Trustees are included on the appropriate agendas.
- Prepare draft minutes for Executive Committee and Full Board of Trustees meetings for review and finalization by the Chief of Staff.
- Facilitate the implementation of surveys and timely collection of forms and other agreements from Board of Trustee members.
- Coordinate the onboarding of new trustees, including but not limited to providing new and potential members with resource materials, board dates, and access and instructions regarding the electronic board portal.
- Administer the Board of Trustees budget and prepare all necessary paperwork for expenses and reimbursements. This includes, but is not limited to preparing and/or validating expense reports and preparing credit card reconciliations on a timely-basis.
- Complete other Board of Trustee related administrative duties such as:
- Responding to Board members phone calls, emails, and other outreach and provide materials to Board members as requested and needed.
- Overseeing the updating of committee and other relevant lists.
- Overseeing preparation of Trustee biographies and photographs.
- Selecting meeting and event menus, reserving rooms, and managing RSVPs.
- Assembling, ordering, and transporting binders, name plates, and meeting materials.
- Tracking attendance, managing technology, and taking minutes as needed.
Secondary Responsibilities
- Manage special projects as assigned, including monitoring key initiatives and following up on action items as directed by the President or their designee.
- Provides support on personal matters as they intersect with University business to the President and their partner as needed and if applicable.
- Performs other related duties as assigned by the President or their designee.
# of Direct Reports
0
Required Qualifications
- Bachelor’s degree and minimum 5 years of experience in an executive administrative role or an equivalent combination of education and experience.
- Previous experience providing executive-level support in a fast-paced environment.
- Demonstrated ability to use influence effectively and navigate complex interpersonal relationships with a diverse range of stakeholders.
- Excellent written and verbal communication skills including the ability to compose effective communications and speak and listen effectively to audiences within and outside the University community.
- Excellent attention to detail and demonstrated ability to prioritize levels of work and make decisions independently.
- Demonstrated proficiency using Microsoft Word, Microsoft Excel, Microsoft PowerPoint, internet searches, and in database management.
- Knowledge of and commitment to the mission of La Salle University.
Preferred Qualifications
- Bachelor’s degree.
- Previous experience providing executive-level support in a higher education or related field.
- Proven experience working with high level key external constituencies such as trustees and donors.
- Previous experience supporting a Board of Trustees,
Physical Requirements and/or Unusual Work Hours
- Flexibility to adapt to changing priorities and work outside of regular business hours as necessary to support the President.
Special Instructions to Applicant
La Salle University is committed to fostering a welcoming and respectful environment where all individuals can thrive. We seek candidates who will contribute to a positive, equitable, and supportive working and learning environment. We encourage individuals to apply who bring diverse perspectives and experiences, and who are dedicated to helping create an inclusive community for all.
La Salle University offers its eligible employees comprehensive medical and dental plans, employer paid life and disability insurance, retirement benefits, generous paid time off (vacation, sick leave, and holidays), and tuition benefits such as no cost undergraduate and graduate degree programs for its employees (with no wait period) and no cost undergraduate degree programs for its employees’ dependents (after completing the required years of service.
Posting Information
Application Open Date
03/07/2025
Application Close Date
Application Open To
Internal and External Applicants
