Sr. Exec. Assistant/Secretary to the Board

$70,000 - $73,000/Yr

Saint Martin's University - Lacey, WA

Full-time - Mid Level

Lacey, WA

Educational Services

About the position

The Office of the President at Saint Martin's University is seeking a Senior Executive Assistant/Secretary to the Board of Trustees. This pivotal role involves managing and supervising the Office of the President, providing high-level office support to both the President and the Board of Trustees. The Senior Executive Assistant must work independently, planning, organizing, and prioritizing tasks that support the activities of the Office. This position requires a high level of integrity, diplomacy, and the ability to handle sensitive situations and information confidentially. The individual will serve as a liaison between the President's office and the Board of Trustees, ensuring effective communication and coordination on various matters of interest to the President. The responsibilities include managing the President's calendar, coordinating travel plans, and overseeing the communication flow in and out of the President's office. The Senior Executive Assistant will compose letters and reports on behalf of the President, review correspondence, and interact with various university stakeholders to facilitate two-way communication. Additionally, the role involves directing special projects, managing budgets, and serving as Secretary to the University Board of Trustees, which includes planning and managing Board meetings and retreats, preparing official minutes, and maintaining important university documents. The position also requires the development and maintenance of an institutional policy handbook, research projects for the President and Board, and monitoring Board policies to ensure they are up-to-date. The Senior Executive Assistant will need to demonstrate strong organizational, communication, and interpersonal skills, as well as the ability to manage multiple projects simultaneously in a fast-paced professional office environment.

Responsibilities

• Plans, manages and directs the business of the Office of the President, anticipating the needs and requirements of the President.
• Manages the President's time, ensuring preparation for meetings, projects, events, and travel.
• Coordinates details for special events both on and off-campus.
• Manages the communication flow in and out of the President's office, composing letters and reports on the President's behalf.
• Interacts with administrators, faculty, and staff to facilitate communication between the President and campus constituencies.
• Represents the President in resolving problems and complaints from various stakeholders.
• Directs and coordinates special projects, interacting effectively with students, faculty, staff, and the general public.
• Develops and manages the budgets of the Office of the President and the Board of Trustees.
• Serves as Secretary to the University Board of Trustees, planning and managing all aspects of Board meetings and retreats.
• Prepares official Board meeting minutes and drafts resolutions, documents, and agendas.
• Assists the President with processes to improve Board operations and effectiveness.
• Maintains important documents and develops an Index of Motions and policy handbook.
• Researches projects for the President and Board of Trustees and proofreads significant documents.
• Monitors all policies of the Board of Trustees and ensures continuous updates.
• Coordinates meetings of the President's Executive Team.
• Performs other duties as assigned.

Requirements

• Bachelor's degree preferred.
• Facility and experience in using Microsoft Office products.
• Experience in the productive and efficient management of an administrative office.
• Successfully pass a background check.

Nice-to-haves

• Excellent organizational skills.
• Strong problem-solving skills.
• Ability to work in a confidential environment.
• Knowledge of best practices related to supporting diverse student populations.
• Supportive of a Catholic, Benedictine philosophy of education.

Benefits

• Health insurance coverage.
• Paid holidays.
• Professional development opportunities.