Current Xavier University employees must apply to the internal
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Executive Assistant, Office of the Provost
Xavier University is seeking a highly organized, proactive, and
service-oriented Executive Assistant to provide confidential
administrative support to the Provost and Chief Academic Officer
(CAO) and the Office of the Provost.
This position plays a key role in supporting the day-to-day
operations of the Provost and CAO's office, coordinating complex
calendars and meetings, facilitating communication with University
leaders and external stakeholders, and ensuring that important
administrative priorities are handled efficiently and
effectively.
The Executive Administrative Assistant will work closely with the
Provost and CAO, Associate Provosts, Associate Vice President,
University administrators, Board of Trustees members and their
assistants, faculty, staff, and external partners. The successful
candidate will demonstrate exceptional judgment, professionalism,
discretion, attention to detail, and the ability to manage multiple
priorities in a fast-paced university environment.
Job Responsibilities:
Support the Provost and Chief Academic Officer
- Manage and coordinate the extensive calendar and meeting
schedule for the Provost and CAO, ensuring recurring meetings and
critical commitments are scheduled and completed in a timely
manner.
Anticipate meeting needs and coordinate with University offices
to gather materials and complete advance work.
Track and follow up on action items resulting from
meetings.
Provide administrative support for the Board of Trustees'
Academic Affairs Committee and related working groups.
Assist with the University's rank and tenure process and
provide support to the University Rank & Tenure Committee.
Prepare memos, correspondence, and other materials for review
and signature by the Provost and CAO.
Maintain and update distribution lists, email lists, committee
records, and related documents.
Communicate and distribute information on behalf of the Provost
and CAO.
Coordinate travel arrangements for the Provost and CAO.
Maintain the Academic and University Committees document.
Support the annual Academic Program Check-in process.
Perform other administrative duties in support of the Provost
and CAO as assigned.
Support the Office of the Provost
- Serve as the welcoming first point of contact for visitors to
the Office of the Provost.
- Coordinate meeting schedules and calendars for the Associate
Provost for Strategic Initiatives, Associate Provost for Academic
Engagement, Associate Provost for Academic Excellence, and
Associate Vice President for Provost Budget and Planning.
- Proactively identify opportunities to improve the quality,
efficiency, responsiveness, and effectiveness of administrative
services provided by the Provost and CAO team.
- Schedule and coordinate use of conference rooms &
coordinate monthly team meetings.
- Arrange meeting room setups, catering, supplies, technology,
and other logistical needs.
- Serve as a Buyer in Workday for the Office of the Provost.
- Reconcile Provost Area purchasing cards in Workday.
- Maintain office supplies and place orders as needed.
- Serve as a backup Building Coordinator for Schmidt Hall.
- Prepare and distribute communications and memos on behalf of
members of the Office of the Provost and others conducting business
within the Provost Area.
- Update Provost Area webpages as needed.
- Perform other duties in support of the Office of the Provost as
assigned.
Activity and Event Collaboration
- Coordinate the University’s spring Academic Honors
Celebration.
- Support faculty recognition activities associated with the
University’s employee recognition ceremony.
- Collaborate on special projects and University initiatives as
assigned.
Qualifications:
- Associate’s degree required.
- Three to five years of related administrative experience.
- At least one year of experience providing administrative
support to an executive senior leader, or comparable position.
To ensure consideration, qualified/interested applicants must
submit a cover letter and resume on Xavier University’s website.
Applications will be reviewed immediately and will be accepted
until the position closes at the University’s discretion.
Candidates selected for the final stages of the interview process
will be asked to provide the names and contact information of three
professional references.
Xavier University is part of the 500-year-old Jesuit Catholic
tradition of academic excellence in the liberal arts. Guided by our
mission and values , we welcome and support
members from diverse backgrounds and life experiences. We
unreservedly commit to open and free inquiry, deliberately seek out
multiple perspectives, and create a campus where everyone feels a
sense of
belonging . Our campus is located in the vibrant and
thriving city of
Cincinnati , which has an array of
neighborhoods and activities to suit many interests.
Benefits - applies only to full-time positions:
Xavier University offers a wide array of complementary and
affordable benefit options to meet the financial, educational,
health, and wellness needs of you and your family. Eligibility
varies by position and employment class:
- Comprehensive insurance plans including medical, dental, vision
and prescription coverage.
- Tax advantaged accounts including health savings accounts,
flexible spending accounts, and dependent care account.
- Financial security via life and long-term disability insurance,
accident and illness insurance, and retirement savings plans.
- Generous paid time off work options including vacation, sick
leave and holidays.
- Tuition remission for employees and their eligible
dependents.
