"Executive Assistant"

Job Details

Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community — an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found here.

Overview

Serve as the first point of contact for external partners, trustees, senior administrators, students, faculty, and staff. Essential to the effective functioning of institutional leadership for several reasons – professional representation, operational efficiency, coordination and communications, and institutional image and stakeholder experience.

Duties and Responsibilities

1. Serve as the face of the President’s Office, greeting visitors, students, faculty, staff, trustees, and external guests. Create a professional and welcoming environment that reflects the institution’s values and upholds the reputation of the President’s Office by demonstrating professionalism, courtesy, and efficiency. (50%)
2. Support calendar management for the Executive Vice President and all other meeting logistics, as assigned. Assist with document preparation, invoices, and correspondence. Provide backup support for the executive-level tasks when needed. Order and maintain office and kitchen supplies, process Physical Plant and IT tickets, and provide support for the President’s guest room, Cunningham 105, Dominic House, and 105 Hilltop Avenue (President’s guest house). (25%)
3. Screen and manage access to the President and senior leadership. Ensure confidentiality and discretion when handling sensitive information or visitors. Answer calls, manage inquiries, and direct them appropriately. Maintain smooth communication between the President’s Office and other departments. (15%)
4. Assist the Vice President of Administration and Board Relations with board secretariat duties related to trustee meeting preparation, committee meeting arrangements, maintaining official archival copies of meeting minutes and materials, and other duties as required. (10%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

Education and Experience

• Associate’s degree from an accredited institution required. Bachelor’s degree preferred.
• Three to five years’ experience or an equivalent combination of education and experience.
• Strong organizational and time management skills, including the ability to multi-task, prioritize, strong attention to detail, and good problem-solving skills.
• Strong written and verbal communication skills.
• Strong interpersonal, discretionary, and confidentiality skills.
• Experience with calendar and scheduling management, document preparation and editing, organizing workflows, supplies, and maintaining a professional environment.
• Good judgment and decision-making, adaptability, and customer service orientation.
• Proficiency in office software, database and records management, and virtual meeting platforms.
• Advanced Microsoft Office skills.
• Intermediate Adobe skills.
• Banner and Affiniquest skills preferred but not required. Training will be provided.

Supplemental Information

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.