Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Department: Faculty and Student Success

Employment Type: Exempt, 12-month, (1.0 FTE) Full-Time Staff

Salary Range: $34,000 - $49,000

Job Summary:

The Executive Administrative Assistant serves as a critical partner in advancing the mission of Academic Affairs through high-level administrative support and strategic coordination. Reporting directly to the Dean of Faculty and Student Success, this position manages complex administrative functions, including serving as the primary point of contact for diverse constituencies, coordinating university events and visiting faculty travel arrangements, supporting faculty personnel processes, and contributing to the successful execution of office operations and data management. The role requires exceptional discretion in handling confidential matters and superior interpersonal and communication skills.

Duties/Responsibilities:

• Serve as the first point of contact for the Dean's office, exercising judgment to independently handle routine matters, appropriately triage complex issues, and ensure timely response to all inquiries. Represent the Dean's office with professionalism and discretion.
• Proactively manage complex calendar(s) using sound judgment and a strategic lens, prioritizing high-impact engagements, resolving conflicts, and protecting leadership capacity.
• Coordinate all travel logistics, expertly coordinating complex itineraries, navigating changes, and ensuring compliance with institutional requirements.
• Collaborate with other departments to support the goals of Faculty and Student Success across campus.
• Maintain faculty statistics, sensitive personnel files, and committee listings with the highest degree of accuracy and confidentiality in collaboration with Human Resources.
• Provide mentorship, training, and operational guidance to the team of Deans’ administrative assistants and other administrative support staff, fostering a culture of excellence and collaboration.
• Provide support and participation in the planning and execution of university ceremonies sponsored by the Provost and President's, including but not limited to commencement, receptions and ACE Festival.
• Capture and consolidate proceedings of key university committees, distilling complex discussions into clear insights and actionable next steps for senior leadership.
• Draft and coordinate executive-level correspondence, reports, and briefing materials that reflect the Dean's voice and institutional priorities.
• Initiate and process travel reimbursements and other invoicing
• Interview, hire, train, schedule, and supervise student employees
• Perform other duties as assigned.

Required Skills/Abilities:

• Demonstrated ability to exercise sound judgment, anticipate needs, and solve complex problems independently in a fast-paced executive environment.
• Strong understanding of institutional operations and the ability to interpret and apply policies, procedures, and governance processes.
• Financial acumen, including experience monitoring budgets and understanding basic accounting principles.
• Advanced project management skills with the ability to drive timelines, ensure accountability, and manage competing institutional priorities.
• Exceptional written and verbal communication skills, with the ability to draft executive-level correspondence and interact professionally with senior leadership, Board members, faculty, staff, students, and external stakeholders.
• Proven ability to manage highly confidential and sensitive information with discretion and integrity.
• Experience coordinating high-level meetings and institutional events.
• Strong organizational and systems-thinking skills, including proficiency with enterprise systems, databases, and office technologies.
• Demonstrated leadership capability, including the ability to train, guide, and coordinate administrative staff.
• Ability to remain composed, adaptable, and solutions-oriented while managing multiple priorities and shifting demands.
• Willingness to work occasional early mornings, evenings, or weekends to support institutional priorities and events.

Education and Experience:

• Bachelor’s degree preferred. Significant executive level administrative experience required. Minimum of 5 years of progressively responsible executive-level administrative or project management experience, preferably supporting senior leadership in a complex organization.
• Demonstrated experience managing confidential matters, coordinating governance processes, and exercising independent judgment required.
• Advanced proficiency in database management and the full Microsoft/Google suites.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus. The employee must occasionally travel to meetings and conferences off campus, which may include some overnight travel.

Supervisory Responsibilities:

Supervise 1-2 student employees. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

Why work at EMU?

At Eastern Mennonite University, we offer a comprehensive and competitive benefits package designed to invest in your health, financial security, and future. Eligible full-time employees enjoy robust medical, dental, and vision insurance with an employer-supported Health Savings Account (HSA), as well as employer-paid life insurance, and short-term and long-term disability plans. We support your long-term goals with a 403(b) retirement plan featuring a generous employer match, alongside invaluable work-life balance perks including paid time off and vacation time, paid holidays, a confidential Employee Assistance Program, and a generous tuition remission benefit.

About Eastern Mennonite University

Eastern Mennonite University (http://www.emu.edu) is a private, faith-based, liberal arts university in Harrisonburg, Virginia known for academic excellence and affordability with a focus on service, social justice, and global engagement. With more than 1500 students studying at our main campus in Harrisonburg, Virginia; at our Lancaster, Pennsylvania instructional site; and online, EMU offers rigorous academic study at the undergraduate and graduate level.

EMU is committed to an inclusive and equitable campus community where everyone is treated with dignity and respect and can be their authentic self. Our goal is to remove the barriers that underrepresented and marginalized groups have frequently encountered in our society. We commit to address the structures that produce discrimination, racial injustice, gender inequities and other forms of oppression, and to fully include LGBTQ individuals, people with disabilities, and other members of historically minoritized communities.

EMU encourages students, faculty and staff to live their faith and values through service to others, peacemaking, cross-cultural engagement and sustainability. As an Equal Opportunity Employer, EMU is committed to enhancing our community and encourages applications from qualified individuals with varied backgrounds, experiences, and ideas who would deepen the diversity of the University.