Executive Assistant to Academic Affairs and Mission & Ministry at Rockhurst University in Rockhurst University - Kansas City, MO 64110

Job description

• Rockhurst University is seeking organized and dynamic candidates for the Executive Assistant to Academic Affairs and Mission & Ministry position. This position provides executive support for the office of the Provost and Vice President for Academic Affairs and the office of the Vice President for Mission and Ministries. The Executive Assistant serves as a trusted administrative and strategic partner to two highly visible offices of the university, providing high-level executive support to advance the institution’s Catholic, Jesuit mission, academic excellence, and operational effectiveness. This position is responsible for managing executive communications, coordinating priorities and activities, supporting governance and stakeholder relations, and ensuring the efficient operation of the two offices. The Executive Assistant exercises professionalism, discretion, and sound judgment while fostering collaboration and reflecting the university’s values.

Responsibilities

• Executive and Administrative Support
• Provide comprehensive administrative support to the Vice Presidents, including calendar management, meeting coordination, travel arrangements, correspondence, and preparation of reports, presentations, budgetary support, internal support for committees, institutional processes in academic affairs and mission and ministries, and support for updating institutional handbooks and policies.
• Office Operations Management
• Ensure the efficient daily operation of the offices by managing workflows, prioritizing requests, maintaining records, and coordinating administrative processes and deadlines.
• Communication and Correspondence
• Serve as a primary point of contact for internal and external stakeholders, handling sensitive and confidential communications with professionalism, diplomacy, and discretion.
• Board Committees and Governance Support
• Coordinate logistics, materials, agendas, minutes, and follow-up actions for meetings involving the Board of Trustees committees, and university committees. Additional support is required in the preparation for committee meetings and institutional policies and handbooks supporting governance, especially in the Provost’s Office.
• Strategic Coordination and Project Support
• Assist with the coordination and tracking of strategic initiatives, academic and mission and ministry events and priorities, and special projects to ensure timely execution and follow-through.
• Stakeholder and Community Relations
• Support academic and mission and ministry engagement events, faculty, staff, students, alumni, donors, diocesan/AJCU representatives, and community partners in a manner that reflects the university’s Catholic identity and mission.
• Confidentiality and Judgment
• Maintain strict confidentiality regarding sensitive institutional, personnel, financial, and governance matters while exercising sound independent judgment.
• Event and Hospitality Coordination
• Coordinate academic and mission and ministry events, receptions, and ceremonial functions, ensuring a professional and welcoming experience for guests and stakeholders. This includes events such as commencement, graduation mass, hooding ceremonies
• Mission and Values Integration
• Support and uphold the Catholic mission, values, and traditions of the university through professional conduct and service-oriented leadership.

Requirements

• Bachelor’s degree or the combination of an associate’s degree and extensive relevant work experience, required.
• Five or more years of experience in an administrative support role, preferably supporting senior level administration.
• Excellent technology and computer skills with expert knowledge in Outlook, Word, Excel and PowerPoint. Preferred experience with platforms and databases.
• Strong time management and problem solving skills, including the ability to manage multiple tasks and projects simultaneously effectively and efficiently. Strong attention to detail is essential.
• Must possess the ability to work autonomously with little direction.
• Strong communication and interpersonal skills, with demonstrated ability to build strong, positive relationships and effectively lead projects.
• Must possess sound judgment with the ability to maintain confidentiality.
• Demonstrated ability to successfully plan events within set timelines and budgets. Prior event planning experience is preferred.

Skills

Required

• Strong attention to detail is essential.

Benefits

• Medical
• Dental
• Vision
• Short- and long-term disability
• Life insurance
• 125 Tax Savings Plan
• 403b retirement plans with University match
• Free undergraduate and graduate classes for employees - 6 credit hour limit per semester
• Free undergraduate classes for spouses and dependent children
• Vacation and sick time along with 15 paid holidays
• Positive work environment
• Leadership and development opportunities