What are the responsibilities and job description for the Executive Assistant position at Loyola University - New Orleans?
Reporting directly to the President and Chief of Staff, the Executive Assistant provides executive support to the President. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts.• Completes a broad variety of administrative tasks for the president including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Reviews all mail addressed to the president and distributes as necessary to vice presidents and departments for handling if no reply is necessary by the president. Received all emails directed to president’s general email account and responds as appropriate or directs inquiry to proper individual for response and follow up.
• Plans, coordinates and ensures the president’s schedule is followed and respected. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the president’s time and office.
• Communicates directly with cabinet members, board members, donors, faculty, staff, students and others, on matters related to his office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the president, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the president's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the president to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Must be able to act as a "barometer," having a sense for the issues taking place in the environment and keeping the president updated.
• Builds relationships crucial to the success of the office.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the president’s office.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Other duties as assigned.Bachelor's degree required.
Minimum of 5 years of experience supporting senior level executives, preferably in a University, non-profit or legal environment.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Executive level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Physical Requirements:
Ability to perform the essential functions of the position with or without reasonable accommodations.
• Plans, coordinates and ensures the president’s schedule is followed and respected. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the president’s time and office.
• Communicates directly with cabinet members, board members, donors, faculty, staff, students and others, on matters related to his office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the president, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the president's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the president to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Must be able to act as a "barometer," having a sense for the issues taking place in the environment and keeping the president updated.
• Builds relationships crucial to the success of the office.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the president’s office.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Other duties as assigned.Bachelor's degree required.
Minimum of 5 years of experience supporting senior level executives, preferably in a University, non-profit or legal environment.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Executive level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Physical Requirements:
Ability to perform the essential functions of the position with or without reasonable accommodations.
