Summary

The Executive Assistant to the President is a full-time, benefits-eligible position responsible for ensuring the efficiency and effectiveness of the President’s Office. Reporting directly to the President, this position provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.

Essential Roles and Responsibilities include:

Executive Support

• Completes a broad variety of administrative tasks for the President including managing an extremely fluid calendar of appointments; maintaining daily event files, completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Strategically manages the President’s schedule to ensure the utmost efficiency and effectiveness; serves as a “gatekeeper” and “gateway” role.
• Communicates directly, and on behalf of the President, with board members, donors, senior leadership staff, and others, on matters related to President’s programmatic initiatives.
• 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, faculty, and students.
• Works closely and effectively with the President to keep him well-informed of upcoming commitments and responsibilities, with appropriate follow-up. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the President updated.
• Strategically prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.
• Manages the President’s volunteer and academic board memberships and participation.

Board of Trustees Support:

• Maintains discretion and confidentiality in relationships with all board members.
• Assists with the preparation of board materials.
• Attends all board meetings and social activities and serves as scribe for meeting minutes.

President's Office Management:

• Primary point of contact for internal and external visitors on all matters pertaining to the office of the President
• Responds to and makes telephone calls for the President’s Office and ensures phone coverage is provided during normal business hours (8:00 a.m.-5:00 p.m.).
• Completes administrative tasks, including correspondence, daily folders, and background research on all incoming visitors.
• Prepares and distributes Presidential contact reports.
• Manages the President’s Office budget – manages payments to vendors, and prepares credit card statements and office supplies.
• Schedules and organizes meetings and reservations by handling all preparation and follow-up pertaining to catering, parking, profiles requests, and meeting confirmations.
• Serves on the Commencement Planning Team; manages some Commencement activities.

Non-Essential Duties:

• Other duties and special projects may be assigned to meet department and university needs.

Requirements:

• Expertise in Microsoft Office suite, particularly Outlook, Excel, Word, and Powerpoint.
• Must have proven ability to maintain or exercise considerable tact, judgment, and diplomacy while maintaining exemplary poise and a professional image at all times.
• Ability to use discretion when dealing with sensitive, confidential materials.
• Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands and constantly changing priorities.
• Must possess a strong work ethic and a good sense of humor.
• Proven ability in taking initiative and works well under pressure.
• Strong interpersonal skills with the ability to deal effectively with all levels within the school.
• Maintain the utmost discretion and integrity, especially pertaining to confidential matters.
• Strong customer service orientation and commitment to the school’s mission.
• Excellent verbal and written communication skills.
• Excellent attention to detail and follow-through with the ability to plan, organize and control large and small projects through to completion.
• Flexibility to regularly work evenings and weekends as needed.
• Proven ability to work independently and as part of a team.
• Bachelor’s degree preferred and minimum of 3 years of relevant experience, preferably in higher education.

About Malden Catholic High School

Since 1932, Malden Catholic, an independent, college-preparatory school sponsored by the Xaverian Brothers, has created a family-like community of faith that has fashioned young men of character entrusted by their families to our care. We are thrilled to be able to extend this same opportunity to young women with the establishment of Malden Catholic School for Girls in September 2018. A codivisional Catholic high school for young men and, beginning in 2018, young women, Malden Catholic strives to maintain the intimacy of its beginnings as a parish high school that prepared generations of students for rewarding college careers, success in a variety of professions and endeavors, and meaningful personal lives. At Malden Catholic, students thrive in a nurturing environment that fosters academic excellence, character formation based on Christian values, and personal achievement. Students who attend our school have in common a desire and drive to succeed in the classroom, on the field, in their extracurricular pursuits, and in their communities. This strong work ethic and commitment to the spirit of Plus Ultra, Latin for “more beyond,” is central to Malden Catholic. It is how we develop the leaders of tomorrow.

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