OIA Executive and Administrative Assistant

Job Title: OIA Executive and Administrative Assistant
Department: Office of Institutional Advancement (OIA)
Reports to: VP of External Affairs
Location: Lander, WY
Work Schedule: Monday-Friday, 8:30 – 5:30 pm, occasional special events as needed
Type: Full-Time (40 hours per week, on-site)
Status: Exempt

Position Summary: This position supports the Office of Institutional Advancement (OIA) in a multitude of ways including day-to-day administrative tasks such as data entry, filing, expense reports, executive schedule management, booking travel, proofreading and formatting documents. Additionally, this position will assist in marketing and communications efforts such as taking photographs, drafting letters, developing marketing materials and planning, executing Advancement initiatives and events and working on special projects from time-to-time.

Essential Functions/Primary Job Responsibilities

• Daily administrative duties including but not limited to printing, copying, scanning, filing, mailing, answering phones and emails, and keeping the office clean and organized.
• Assist with the marketing, communication, and outreach efforts of the institutional advancement office towards alumni, board members, benefactors, etc. through written or oral correspondence, social media posts, and website updates.
• Receive department invoices, reimbursement requests, and VP business credit card receipts, and code the expenses appropriately and ensure the proper supporting documentation is included prior to budget manager approval and submission to the business office.
• Maintain accurate and organized records and filing systems for important documents and information within the department.
• Prioritize the VP of Advancement’s email inbox and other communications to ensure efficient flow of information and timely response to critical communications. Compose executive-level correspondence to the Board, donors, and external entities.
• Manage the VP of Advancement’s calendar—appointments, office hours, and travel dates. Ensure optimal scheduling of the VP of Advancement’s time by prioritizing meetings, travel, and other engagements, reducing calendar conflicts, and proactively prioritizing key activities.
• Coordinate the VP of Advancement’s travel arrangements and itineraries for conference or event participation. Ensure business travel reimbursements and payment of any fees associated with his participation in conferences or events occur in a timely manner.
• Coordinate key internal and external projects and events relating to marketing, advertising, and fundraising for the VP of Advancement, ensuring they align with organizational objectives and are executed flawlessly.
• Have a solution-oriented approach in all interactions and undertakings. Be a creative problem-solver and team member to promote collaboration and commitment to the Wyoming Catholic College Mission and Vision.
• Protect the confidentiality of any information or material obtained in service with the organization to include but not limited to donor names, gifts, and interactions, and college financial information.
• Perform other duties as assigned.

Position Requirements

Education

• High school Diploma or equivalent
• Bachelor’s degree or higher preferred

Experience & Skills

• Preferably three (3) years’ experience in an administrative or office management role.
• Proficiency in Google Workspace and Microsoft Excel and familiarity with video conferencing platforms.
• Proven ability to manage complex, shifting calendars, coordinate travel, and prepare meeting materials.
• Communication: Excellent verbal and written communication skills.
• Interpersonal Skills: Professionalism in navigating relationships across all levels of an organization.
• Discretion & Confidentiality: Ability to handle sensitive company or personal information securely.
• Proactivity & Problem-Solving: Ability to anticipate needs, think ahead, and resolve issues independently.
• Attention to Detail: High accuracy in proofreading documents, managing expenses, and organizing important documentation.
• Flexibility: Willingness to pitch in when needed and reprioritize as necessary.

Full-Time Benefits include:

• Health Insurance (Medical, Dental, Vision, Life, Air Ambulance)
• 10 days vacation time per year
• 10 Sick Leave Days per year
• 5 Bereavement Days
• Paid Staff Holidays/Holy Days
• Retirement plan with employer matching from 1-3%
• Short-term/Long-term Disability
• Salary commensurate with experience and skill set
• Audit classes

Please send applications to jacqueline.molnar@wyomingcatholic.edu and marissa.pilch@wyomingcatholic.edu.