Executive Assistant to University President in Kansas City, Missouri at Avila University

POSITION SUMMARY
The Executive Assistant to the President provides high-level administrative support and acts as a critical liaison between the executive and various university stakeholders. This role requires a high degree of professionalism, discretion, and organizational skills to ensure the smooth and efficient operation of the executive's office.

Responsibilities:
• Manage the executive's calendar, appointments, and meetings, including scheduling, prioritizing, and coordinating logistics.
• Prepare and review correspondence, reports, presentations, and other documents.
• Assist in handling phone calls, emails, and inquiries on behalf of the executive.
• Serve as a primary point of contact for internal and external stakeholders, maintaining positive and professional relationships.
• Coordinate communications and interactions between the executive and university personnel, board members, donors, and other key constituents.
• Arrange and manage travel itineraries, accommodations, and logistics for the executive's business trips.
• Coordinate and oversee the planning and execution of university events and meetings, including board meetings and special functions.
• Organize and maintain electronic and physical files, ensuring easy access to important documents and records.
• Handle confidential and sensitive information with discretion and maintain data security.
• Assist in preparing and tracking the executive's budget, expense reports, and financial documentation.
• Process invoices, reimbursements, and purchase orders in accordance with university policies.
• Provide support on special projects, research, and data analysis as needed by the executive.
• Work closely with the executive to meet project deadlines and objectives.
• Maintain office supplies and equipment, ensuring a well-organized and efficient workspace.
• Oversee the coordination of administrative staff when applicable.
• Perform other job-related duties as assigned.

Qualifications:
• Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Proven experience as an executive assistant, preferably in a higher education or corporate setting preferred.
• Excellent communication, interpersonal, and organizational skills.
• Proficiency in office software, including word processing, spreadsheet, and presentation applications.
• Strong attention to detail and the ability to handle confidential information with discretion.
• Demonstrated ability to manage multiple tasks and meet deadlines.
• Multilingual skills highly preferred.
• Ability to contribute to a climate that supports a diverse student body, serves first-generation college students, multilingual learners, and contributions to equity and social justice through their work.

Successful candidates should be committed to contributing to a climate that supports a diverse student body, serves first-generation college students, multilingual learners, and contributions to equity and social justice through their work.

Benefits:
This is a full-time position, eligible for the usual and customary benefits. Avila University’s comprehensive benefit package includes a generous holiday schedule, tuition remission for employee and dependents, vacation and sick leave, retirement benefits and health insurance.

The Community:
Kansas City, a two-state metropolitan area with a population of nearly two million, offers a wide variety of cultural, educational and social life opportunities. Avila University, a Catholic university founded and inspired by the Sisters of St. Joseph of Carondelet, provides undergraduate and graduate education in the liberal arts and professional studies, preparing lifelong learners who make meaningful contributions to the global community.

Additional Employment Information:
Avila University is committed to equal employment opportunity and does not discriminate on the basis of, sex, race, religion, age, color, sexual orientation, disability, national or ethnic origin, marital status, veteran's status, genetic information or any other characteristic protected by law.

You must be at least 18 years of age to be employed by Avila University.

All new employees will be required to complete an "Employment Eligibility Verification (Form I-9)” and produce requested documentation after employment.

In compliance with the Higher Education Amendments of 1998, the university's annual security and crime statistics report is available at https://www.avila.edu/campus-resources/campus-safety. A copy of this report is available upon request from the Campus Safety Office in the Whitfield building any weekday between 8am and 5pm.

Avila University requires the successful completion of a background check as a condition of employment.