Executive Assistant

Loyola University, United States

Updated: 5 months ago
Location: Chicago, ILLINOIS
Job Type: FullTime
Deadline: ;

Posting Details
Position Title Executive Assistant
Job Category Staff
Office/Department President's Office
Location Evergreen Main Campus
Staff Job Type Full-time
If Temporary or Visiting, Estimated End Date:
Position Summary and Duties
Provide high-level administrative support to the office of the president by managing complex schedules, compiling information, handling information requests and performing relevant administrative support functions. May train and supervise support staff.
Act on behalf of the supervisor in regard to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor and executives in the office informed of all matters that require their attention. Anticipate the needs of the supervisor and executives, and proactively solve problems and/or independently handles issues. Oversee office reception and prioritize inquiries. Answer phone calls and direct to appropriate parties. Independently prioritize, plan, coordinate and/or oversee logistics, conferences and meetings with individuals and entities internal and external to the University, including executive and senior level staff, donors and government officials. Make travel arrangements as requested. Manage multiple projects simultaneously. Anticipate and track initial dates of inquiries, events and associated action items; follow-up with appropriate parties on behalf of the supervisor and others as needed to ensure deadlines are met. 
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.  Compose routine and ad hoc correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes. Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
Receive and distribute department incoming correspondence and email; prepare responses, as appropriate. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Attend meetings to record minutes. File and retrieve documents, records, and reports. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
Required Qualifications
Bachelor’s degree required or equivalent combination of education and 5-8 years experience.  Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications. Excellent verbal, written and interpersonal communication skills, including editing and proofreading. Excellent planning and organizational skills. Ability to take initiative and ownership of projects. Demonstrated ability to handle sensitive issues and maintain confidentiality. Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact. Ability to multi-task, adapt to changing priorities, produce accurate work and meet deadlines. Ability to support the University’s goals for institutional diversity, as well as the goals and values of a Catholic, Jesuit education.
Preferred Qualifications
Job Posting Date 01/03/2022
Priority Application Deadline Date
Job Close Date
Anticipated Start Date
University Description
Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person. Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola’s beautiful, historic Evergreen campus is located in Baltimore, and its graduate centers are in Timonium and Columbia. Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences. Founded in 1852, Loyola is one of 27 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.
Diversity Statement
Loyola University Maryland strongly values the benefits that diversity brings to the workplace. In accord with its Ignatian values, the University is committed to creating and promoting a community that recognizes the inherent value and dignity of each person. Loyola University Maryland does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, disability, marital status, sexual orientation, gender identity, genetic information, military status, or any other legally protected classification. The University recruits, hires, and promotes in accord with this policy and its Core Values.
Special Instructions to Applicants
Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check.
Loyola University Maryland requires that all faculty, staff, and administrators receive COVID-19 vaccination unless exempted for medical or religious reasons in accordance with University policy.
Quicklink for Posting https://careers.loyola.edu/postings/5818

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