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Job ID: 108883

Executive Administrative Assistant
Villanova University

Date Posted Jul. 9, 2018
Title Executive Administrative Assistant
University Villanova University
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • Villanova, PA
    United States
  • Other Administrative Categories
  • Administrative Support/Services

Executive Administrative Assistant

Posting Number: 20181781S

Position Type: Staff

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Department: 291-Dean - Enrollment Management

Position Summary

The Executive Administrative Assistant provides a high level of administrative support to the Dean of Enrollment Management and the Enrollment Management leadership team. Carries out all administrative, scheduling, coordination, and planning activities associated with the administrative work of the division including daily scheduling, meeting arrangements, itineraries, travel planning and travel arrangements. Develops and establishes processes and systems to ensure efficient and effective functioning of the Dean's office. Serves as the Dean's Office liaison to internal constituents within the University and maintains communication with key external constituents (including alumni, prospects, high school principals). Maintain high-level awareness and sensitivity to appropriately recognize, prioritize, and engage key constituents and other stakeholders as frequent first point of contact with the Enrollment Management division (office reception, phone/email, etc). Assists in strategic projects, as needed. Manages, organizes, and maintains all Dean's office files. Processes all procurement card statements, expense reports, and reimbursement for the Dean. Coordination of - and participation in - multiple projects and initiatives across the Office of Enrollment Management.
Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

  • Manages and maintains professional calendars for the Dean and Associate Dean, which requires internal and external interaction to coordinate a variety of meetings. Coordinates scheduling, meeting arrangements (reserves meeting space, catering, formal and electronic invitations, RSVPs), itineraries, and travel for the Dean. Manages the work flow of the Dean to ensure a smooth daily work flow.
  • Gathers information and prepares briefings for the Dean which detail all pertinent information (background information, historical relationship, speaking points, goals, and attendee lists) depending on the nature of the meetings/events; recruiting events; development events and meetings with constituents; student events; welcomes; and kick-offs.
  • Advances and supports open communication between all parties who support the Deans Office, including Associate Deans, Directors and University leaders. Attends meetings and prepares minutes for the periodic meetings as needed by the Dean. Responds to inquiries and requests from offices across campus.
  • Processes budget approvals as the Deans proxy. Runs budget reports for the Dean and all budget lines of Enrollment Management and keeps monthly budget reports for the Dean. Helps prepare and review the quarterly YEPS reports for the Deans review and approval.
  • Manages, organizes, and maintains all Deans Office files. Processes procurement card statements, expense reports, and requests for payment and reimbursement for the Dean. Manages the provision and maintenance of all office supplies and technological equipment for the Dean.
  • Perform other duties and assist with projects as assigned.

Minimum Qualifications

The position of Executive Administrative Assistant requires by the nature of the superiors positions, involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.
  • High School diploma required.
  • 5 years experience providing support at an executive level in an academic or university setting.
  • Advanced training in business-related software including word processing, spreadsheets and computer data bases.
  • The candidate must be highly proficient in executive office management and travel arrangements, scheduling, and event planning. The candidate must be proficient in all standard computer applications (i.e., Microsoft Word, Excel, PowerPoint, Outlook) and the creation and management of filing processes. The candidate must work and solve problems proactively and independently within a fast-paced environment. He/she must be capable of handling pressure within a fast-paced business environment, and be capable of managing multiple projects simultaneously while serving constituents effectively.
  • The individual should have outstanding interpersonal and organizational skills and should present a professional image and demeanor that represents the Office of the Enrollment Management and the University.

The individual must also be flexible with the ability to handle multiple projects, be very detail oriented and work independently in an office that deals with sensitive and timely information.
  • Individual should have a thorough knowledge of office management and procedures and some knowledge of budgetary and procurement procedures.

Preferred Qualifications

  • Associates or Bachelors degree strongly preferred.
  • Knowledge of enrollment management processes, the role of Enrollment Management within the University and general office operation.

Physical Requirements and/or Unusual Work Hours

Occasional (1-5 times per year) support at an Enrollment Management event which may be in the evening or on a weekend.

Special Message to Applicants

Posting Date: 07/06/2018

Closing Date (12am ET):

Open Until Filled:

Salary Posting Information: Commensurate with experience.

Salary Band: H

Job Classification: non-exempt

To apply, visit:

Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values. Villanova University is committed to providing leadership in the attainment of equal employment for all individuals. It is the policy and practice of Villanova University to recruit and select applicants on the basis of their qualifications and abilities. This effort is in compliance with all federal and state laws, including Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1975, Executive Order 11246, and the Americans with Disabilities Act.


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