{"id":2090265,"url":"https://alion.io/job/ifdocument-executive-administrative-assistant","title":"Executive Administrative Assistant","company":{"id":2068766,"name":"University of Saint Mary","domain":"stmary.edu","url":"https://alion.io/company/stmary-edu","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"ADP","truth_index":{"grade":"C","score":56,"open_postings":14,"ghost_share":0.643,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":169,"computed_at":"2026-11-12T10:38:37Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Leavenworth, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":49000,"max_usd":98000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1815},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-08T13:10:00Z","employer_posted_date":"2026-10-08","last_verified_at":"2026-11-12T08:35:24Z","board_verified":true,"closed_at":null,"days_open":35,"trust":{"level":"ok","repost_count":0,"flags":["company_stale"],"days_open":34},"description":"The University of Saint Mary is conveniently located a short 30 minutes’ drive from Parkville, Shawnee, Basehor and Kansas City, Kansas. USM offer all full-time employees Medical, Dental, Vision, University Paid Basic Life & AD&D, Short and Long-Term Disability along with a generous Tuition Remission for the employee, spouse and dependents under the age of 24 years old.\nTHE HISTORY OF THE UNIVERSITY OF SAINT MARY:\nThe University of Saint Mary is a Roman Catholic, liberal arts university located in Leavenworth, Kansas, just 25 minutes away from Kansas City. For over 100 years, the University of Saint Mary has helped students find their way to meaningful lives and careers through an education that blends the liberal arts and a focus on critical thinking with the development of key professional skills. USM serves about 1,400 students at its main campus in Leavenworth, its satellite location in Overland Park, as well as online.\nPOSITION SUMMARY:\nThe executive administrative assistant performs a variety of highly responsible and complex administrative and secretarial duties for the University President. The successful applicant will have the ability to interact with staff, faculty, students, and members of the Board of Trustees in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Strong technology proficiency, exceptional written and verbal communication skills, sound judgment, and meticulous attention to detail are essential for success in this role.\nESSENTIAL FUNCTIONS:\nManages the President’s calendar including scheduling appointments and developing a weekly and daily master calendar with well-constructed background documents to support the management of these meetings.\nManages the Board of Trustees, including scheduling board meetings, committee preparation, agendas, minutes, and related tasks.\nManages and stores all official documents from the president’s office.\nManages the President’s budget and reconciles credit card statements, receipts, and/or invoices.\nCoordinates travel arrangements, including booking reservations and completing expense reports.\nServe as the primary contact for callers and visitors to the executive offices, referring individuals to the appropriate office, if necessary.\nProvides overall direction, coordination, implementation, and completion for both internal and external special projects, ensuring consistency with the University's mission, strategy, values, and goals.\nLeads and/or coordinates the organization of events sponsored by the President’s office.\nComposes original correspondence, presentations, and other types of communications as requested.\nMaintains records and files related to national, regional, and specialized accreditation. \nOversees and coordinates the preparation and dissemination of correspondence to community members, board of trustees, faculty, staff, and students. \nConducts research, gathers and assembles data for reports, and prepares drafts as requested.\nProvides support for the operation of committees and meetings, including but not limited to the Administrative Council and Committees of the Board of Trustees. This includes setting meeting dates, preparing reports, creating and disseminating agendas, taking minutes, distributing minutes, and following up to ensure that action items are implemented.\nOther duties as assigned.\nREQUIREMENTS:\nBachelor's degree preferred.\n5 years prior administrative experience; experience in higher education preferred.\nExceptional written, editing, presentation, and verbal communication skills.\nAbility to independently prepare correspondence (or from oral and written instructions) in a clear and concise manner.\nAdvanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and calendaring systems, as well as internet-based applications and technologies. \nDemonstrated ability to manage multiple priorities, competing deadlines, and complex projects in a fast-paced environment while exercising sound judgment and creative problem-solving. \nStrong organizational, project management, and problem-solving skills.\nAbility to take complex material and synthesize it into understandable and actionable material.\nProficiency in learning and adapting to new technologies and software applications.\nSelf-directed with the ability to exercise sound judgment and work effectively with minimal supervision.\nAbility to maintain the highest level of confidentiality and discretion when handling sensitive and confidential information.\nProven ability to work independently and collaboratively while maintaining professionalism and strong interpersonal relationships.\nAbility to plan, organize and schedule office priorities to meet established deadlines.\nExcellent attention to detail, accuracy, and quality of work.\nStrong customer service orientation and the ability to represent the University in a positive and professional manner.\nAffinity with the overall mission of the University of Saint Mary\nTO APPLY:\nSubmit a cover letter, resume and contact information for at least three current professional references. \nSaint 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