Southwestern University, located in Georgetown has an immediate opening for an Executive Administrative Assistant for University Relations. The Executive Administrative Assistant for University Relations position provides complex secretarial and clerical support to the Vice President for University Relations and to the Associate Vice President for Development and uses initiative and judgment to take responsibility for routine administrative tasks. This is a full-time, fully benefited, non-exempt position who reports to the Vice President for University Relations and to the Associate Vice President for Development.

Primary Duties:

• Schedule meetings, maintain calendars, setting appointments and coordinating travel for prospect visits, overseeing reimbursements/credit card reconciliation for Vice President for University Relations and Associate Vice President for Development.
• Maintain written and verbal communications and set up meetings with members of Board of Trustees and, in particular, with two Trustee committees.
• Schedule, logistics, and communications support for Southwestern’s Board of Visitors.
• Manage University Relations departmental deadlines and related administrative tasks (scheduling meetings, note-taking at meetings, reports, budget oversight, retreats, professional development, creating purchase orders, bill paying, providing follow-up on assistance and coordination with directors, and liaison and coordination with President’s Office).
• Work with Information Technology, Business Office, and Financial Aid to improve Benefactor reporting.
• Coordinate the receipting process. Process daily gift log. Process, copy, and file receipts.
• Coordinate the batching process for some acknowledgment letters.
• Work with MarCom to update the Board of Visitors Directory information annually.
• Assist the Senior Director of Conference & Event Sales with processing contract agreements between external clients and Southwestern Departments and entering in Bonfire storing system and shared drives.
• Special Projects/Events – coordination, executing selected tasks, budget oversight (personnel searches, Board of Visitors, Shilling Lecturers, Integrated Marketing, etc.). Assist with University events, such as Commencement and other designated special events.
• Entering contact reports related to VP and AVP prospect visits.
• Filing, drafting letters and memorandums, answering phones.
• Serving on campus committees as assigned or elected.
• Performing other duties as assigned.

Position Requirements:

• High School diploma or equivalent.
• Ten plus years office/clerical experience.
• Possess outstanding spelling, grammar, punctuation, proofreading, and drafting skills.
• Possess outstanding note taking skills.
• Ability to work both independently and as a member of a team.
• Ability to establish, maintain, and accurately file alphabetically and numerically.
• Ability to read, understand, and follow written and verbal instructions.
• Demonstrated prior experience using microcomputer and possess excellent word processing, spreadsheet and presentation software skills (Word, Excel, PowerPoint).
• Excellent oral, written, and interpersonal communication skills.
• Commitment to providing outstanding customer service, including outstanding telephone etiquette and listening skills.
• Excellent organizational skills and the ability to handle multiple tasks with a keen attention to detail.
• Flexibility regarding changing priorities.
• Excellent conflict resolution skills and an astute problem-solving ability.
• Possess the applications of tact, diplomacy, sensitivity, and confidentiality.
• Ability to coordinate and manage calendar schedules, travel arrangements, meeting arrangements, and other related activities.
• Ability to work in a fast-paced, high-pressure environment.
• Ability to work well with a variety of supervisors, faculty, senior staff, and President’s Office.
• Ability to attend work consistently and maintain a regular work schedule.
• Ability to work in an office environment, with or without accommodations.

Preferred Position Requirements:

• Secretarial/trade school.
• Two years of college, Associate’s degree, or equivalent work experience.
• Five plus years’ experience in support of executive management.
• Experience in dealing with trustee level constituents.
• Experience working in a college/university environment.
• Advanced knowledge of computer skills utilizing software such as Google Docs, Microsoft Word, Excel, Power Point, Adobe, email software, and internet search engines.
• Advanced knowledge of computer skills utilizing calendar scheduling and database management programs.
• Ability to quickly learn institutionally specific computer software such as Colleague.
• Excellent note taking techniques such as shorthand.

Southwestern University offers competitive salary and benefits including health, dental, life, long term disability, retirement, paid holidays, vacation, sick leave, under graduate tuition assistance for yourself and your dependents, access to athletic facilities, free parking and discounted meal rates. Southwestern University is a selective, undergraduate institution committed to a broad-based liberal arts, sciences, and fine arts education. Southwestern University is deeply committed to fostering a diverse educational environment and especially encourages applications from members of groups traditionally under-represented in academia. For information concerning the University, visit our Web site at www.southwestern.edu.

To apply: The University will only accept application materials through Interfolio at apply.interfolio.com/139938. Interested persons must submit a letter of interest, resume, the name and contact information of three professional references, and salary expectation. Email and paper applications will not be accepted. Only completed applications will be reviewed by the Search Committee. The Committee will review all completed applications until the position is filled. All offers of employment are contingent on successful completion of the University’s Background Check Policy process. Southwestern University is an E-Verify employer. EOE/M/F

Inclusion is the deliberate effort to create an environment in which people from all backgrounds* are not only included but welcomed, valued, respected, considered, and supported within our community. People from marginalized (i.e., devalued) and/or minoritized (i.e, underrepresented) groups are heard, seen, respected and accepted in all aspects of our community. Southwestern University is committed to inclusive excellence that provides access and support, enables participation, and removes barriers so that all people within our community are empowered and can thrive in a campus that is welcoming and validating.

*including but not limited to people of color (race, ethnicity, nationality), sex, sexual identity, gender identity, age, physical and mental disabilities, socioeconomic status, religion, immigrants, and the intersection of these identities.

Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report— Southwestern University Annual Safety and Fire Report is available online at https://www.southwestern.edu/life-at-southwestern/safety-security/annual-security-reports/ containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 512-863-1435.