Executive Assistant - Advancement

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https://loyolahs.formstack.com/forms/employment_application_executive_assistant_advancement_2025

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INTRODUCTION

Loyola High School of Los Angeles is a Catholic, Jesuit school with an enrollment of 1250 boys. It offers a four-year, academically rigorous, and relevant college preparatory curriculum, robust fine arts and music program, an array of co-curricular activities, and a strong service and justice and retreat program. Run by the Society of Jesus (Jesuits), the school is located in the heart of Los Angeles.

POSITION SUMMARY

The Executive Assistant serves as a trusted partner and key administrative support to the Vice President for Advancement. This role requires a high degree of professionalism, discretion, initiative, and sound judgment. The successful candidate will proactively manage communication, scheduling, and operations for the VP’s office, ensuring that priorities are handled with accuracy, efficiency, and sensitivity. They will exercise integrity, independent judgement, confidentiality, initiative, creativity, tenacity, diplomacy and resourcefulness in solving problems and making decisions.

The Executive Assistant will also occasionally interact with high-level donors, board leadership, campus administrators and faculty and staff, responding directly to requests for information. This individual will cultivate positive working relationships across campus to ensure highly effective partnerships and programs and will display grace and sensitivity in all interactions.

ESSENTIAL FUNCTIONS

• Coordinate the executive’s activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the executive’s time to those requesting access to her based on an in-depth understanding of the executive’s priorities and needs and her role within the institution’s framework.
• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the institution as required.
• Process a high volume of vendor invoices accurately and in a timely manner.
• Serve as the executive’s liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executive informed of all matters requiring her attention.
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the executive; follow up with appropriate parties to ensure deadlines are met.
• Organize and maintain the workings of the executive’s office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.
• Assist department team members as necessary in organizing and completing various tasks and assignments ensuring department and team success.

QUALIFICATIONS:

• Bachelor’s degree in business or related field
• Minimum 5 years high-level administrative work experience, ideally reporting to a director or executive in a mid to large organization.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated extensive high-level administrative experience supporting a cabinet level executive
• Demonstrate experience with multitasking, attention to detail, meticulous record-keeping and reorganizing tasks according to shifting priorities
• Demonstrate ability to work independently and as a team member, set priorities appropriately, and organize workload effectively to meet strict deadlines
• Superior customer service, problem-solving, planning and organizational skills
• Excellent verbal and written communication skills
• Ability to discern complex situations and make decisions on a variety of complex matters
• Demonstrated ability to perform duties with a high level of integrity, professionalism, discretion, judgment, diplomacy and tact.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
• Contextual understanding of an executive's role within the institution’s framework.
• Ability to be flexible and adapt to changes in technology
• Advanced working knowledge of Microsoft Office and Google Suites, and ability to learn and use new software quickly

Loyola is an Equal Opportunity Employer.

This list of duties and responsibilities are considered essential functions and are not considered to be an exhaustive list of all duties to be performed. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $70,000 - $80,000