"Executive Administrative Assistant"

Executive Administrative Assistant

Company:
Villanova University

Job Location:
Villanova, 19085

Category:
Executive Assistants

Type:
Full-Time

Posting Number: 20260086S

Location
Villanova, PA

Work Schedule: full-time/12-months

Department: 709 - UNITAS: The Office of Community Enrichment

Position Summary

Why work at Villanova?

• Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum.
• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

The Executive Administrative Assistant reports to the Vice President for UNITAS: Office of Community Enrichment and provides high-level administrative support to the Vice President and the Assistant Vice President. This role is integral to the daily operations of the office, ensuring efficient management of schedules, communications, events, and projects.

The position is the primary administrative point of contact for the Vice President and Assistant Vice President with regards to scheduling, travel arrangements, correspondence, special event planning, presentation materials, and office operations. The Executive Administrative Assistant also provides reception support, receiving visitors and guests.

The Executive Administrative Assistant maintains high-level awareness and sensitivity to appropriately recognize, prioritize, and engage key contacts (direct reports, senior University leadership, Trustees, and other external constituents) as a frequent first point of contact.

UNITAS - Derived from the Latin word for unity and core to the Augustinian tradition, unitas represents the fundamental importance of community, friendship and shared identity, rooted in dignity and respect for each person. Unitas calls us to foster a deep sense of belonging and mutual respect, encouraging connection across differences in pursuit of the common good.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

30% Administrative Support

• Manage the Vice President and Assistant Vice President's calendars, including scheduling meetings, appointments, and travel arrangements.
  + Provide some administrative support to office leadership (Directors)
• Ensure an outstanding and welcoming stakeholder experience (via office walk-ins and incoming calls)
  + Respond to inquiries and requests from internal offices across the campus, routing them to the correct department or person when necessary.
• Maintain organized digital and physical filing systems, ensuring confidentiality and accessibility.
• Oversee office operations, including managing office technology, and addressing day-to-day office needs.

15% Event Coordination

• Work with Program Coordinator for the corridor to plan, coordinate, and execute diversity, equity and inclusion sponsored events.
• Serve as liaison on behalf of the Vice President in coordination, managing, and planning events hosted by or involving the Vice President.

30% Communication

• Collaborate with University and Executive Communications to assist in their timely production of high-quality executive and internal communications, including remarks, speeches, presentations and other internal and external communications as needed.
• Prepare and edit correspondence, reports, presentations, and other documents for the Vice President.
• Serve as the primary point of contact for internal and external communications, directing inquiries appropriately.
• Assist in the development and maintenance of the office's social media and web presence.

20% Project Management

• Collaborate with directors to ensure cross-functional support of the division's goals.
• Prepare and maintain materials for meetings, including agendas, minutes, and briefing documents.
• Lead special projects and initiatives assigned by the Vice President to support divisional goals.

5% Other

• Perform additional duties and assist with special projects as assigned

Minimum Qualifications

Formal Education:

• Bachelor's degree required

Specific Job knowledge:

• Experience working in a higher education environment strongly preferred.
• Knowledge and understanding of inclusion and belonging programs and context.
• Understanding of managing a professional office environment.
• Demonstrated written and verbal communication skills.

Minimum Work Experience:

• Three years of related administrative experience.

Work Skills:

• Must be comfortable working in a dynamic, intercultural environment.
• Must be self-motivated and results oriented.
• Must take initiative where appropriate.
• Must be competent in managing intercultural conversations.
• Must demonstrate strong organizational and interpersonal skills.
• Must be able to demonstrate excellent writing and verbal skills.
• Must demonstrate ability to manage multiple tasks and meet deadlines in a fast-paced environment with excellent attention to detail.
• Must be able to protect confidential information with discretion.
• Excellent computer skills, command of Microsoft Office Suite, and the ability to learn new computer programs
• The individual must have a deep commitment to the well-being of the Villanova University, a commitment to the University's Catholic/Augustinian heritage, and the advancement of its mission, and to serving the needs of a diverse community.

Preferred Qualifications

Formal Education:

• Master's degree in related field preferred (communication, higher education, social justice).

Salary Posting Information

This position falls within salaried grade 14 and the range is $35.22-36.26/hr. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.

Salary Grade
14