Xavier University is seeking a highly organized brand-ambassador to serve as Administrative Coordinator for the Office of the President. This critical role requires exceptional attention to detail, exemplary planning skills, as well as the ability to handle confidential information with the utmost discretion and professionalism. This role demands a highly resourceful individual with a strong work ethic and a vocational passion for doing all the little things right to support the President.

As the first point of contact (both in-person & via phone/email) for the President’s Office- this role requires the highest level of Presidential professional standards and a deep commitment to our Jesuit Catholic mission.

At the direction of the Chief of Staff primary responsibilities include:

• Presidential Brand ambassador: Serve as a proactive brand ambassador, welcoming visitors and triaging inquiries with a keen sense of social awareness and discretion to ensure a positive and seamless experience for all guests of the President’s Office.
• Budget Management: Responsible for meticulous management of all budgets for the Office of the President. This includes detailed tracking of expenses, processing invoices, p-card reconciliation, and ensuring the timely and accurate payment of vendors. This role is essential to the efficient operation of the Office of the President.
• Office Management: Supports the Office of President team in all day-to-day logistics for Presidential Operations- including but not limited to: maintaining office policies, supporting event management and administrative support to the Executive Assistant to the President & Chief of Staff and Director of Presidential Operations/Board of Trustees Liaison.
• Document Preparation: Independently prepare and finalize all high-level correspondence, reports, presentations and other documents. This requires a sharp eye for meticulous proofreading, substantive editing, and flawless grammar to ensure communications from the Office of the President reflect the highest professional standards.
• Project Support: Assist with special projects and initiatives related to presidential operations as assigned by the Chief of Staff, ensuring all components are executed with a high level of precision and accuracy.
• Adaptable: Ability to thrive in a dynamic, fast-paced environment . Consistently prioritizing tasks and meeting deadlines with professionalism and precision. Demonstrates exceptional performance under pressure.
• Other Duties: Perform other administrative and executive support duties as assigned by the Chief of Staff to ensure the Presidents optimal effectiveness. This will occasionally include support outside normal business hours, including support at events.

Qualifications:

• Bachelors degree.
• Superior written communications skills, including an expert command of grammar, spelling, and punctuation. The ability to proofread and edit complex documents with extreme accuracy is essential.
• Proven experience in budget management and financial reconciliation, with a high degree of proficiency in managing expenses and financial records.
• High proficiency in Microsoft Office Suite: Word Excel PowerPoint Outlook and Microsoft Teams.
• Exceptionally strong organizational and time-management skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Exceptional interpersonal skills with a high degree of emotional intelligence and social awareness. The ability to “read the room” and anticipate needs is essential to this role.
• Highest level of professionalism integrity and discretion.
• Commitment to Xavier’s Jesuit Catholic mission

BENEFITS:

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 account 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.

To ensure consideration qualified/interested applicants must submit a cover letter resume and the names and contact information of three professional references on Xavier University’s website. Applications will be reviewed immediately and accepted until the position closes at the University’s discretion.

Required Skills

Required Experience