What are the responsibilities and job description for the Executive Administrative Assistant position at Xavier University of Louisiana?
Posting Details
Posting Summary
Position Title
Executive Administrative Assistant
FLSA
Exempt
Department
Office Of The Dean - College of Arts & Sciences
Job Summary
Xavier University of Louisiana is accepting applications for the role of Executive Administrative Assistant. The Executive Administrative Assistant to the Dean for the College of Arts and Sciences (CAS) will provide advanced administrative support to the Dean by performing complex, varied and confidential administrative and financial functions supporting the College’s strategic priorities. The Executive Administrative Assistant to the Dean will be a strong, positive collaborative presence for the Dean’s Office staff. AA/EOE
Minimum Qualifications
- Bachelor’s degree in any field
- Three to five years’ experience in a responsible administrative support position that demonstrates knowledge of administrative methods, including managing budgets
- Demonstrated ability to work independently on multiple projects and regularly exercise sound judgment in addressing program issues
- Demonstrated readiness to acquire knowledge and familiarity with new programs, processes, and technologies
- Ability to efficiently multitask and prioritize constantly evolving and time-sensitive workload
- Excellent verbal and written communication, interpersonal, and organizational skills
- Proficient in MS Office Suite, Adobe
Preferred Qualifications
- Experience working with students and faculty across discipline
- Superior organization skills and dedication to completing projects in a timely manner
- Experience with data analysis, database design, and program evaluation
- Experience in designing or updating web pages and social media using relevant software
Special Requirements Summary
Work Hours
Full-time
KSA's
Knowledge, Education, Experience, and Proficiencies
A bachelor’s degree is desired. Employee must have proficiency in the use of word processing (Microsoft Word preferred), spreadsheets (Excel preferred), BANNER, EAB, and any other platform used by the University. The position requires the ability to prioritize work and perform duties with minimal supervision. Employee must have excellent verbal and written communication and organizational skills. Employee must be able to interact effectively with a diverse group of people.
Essential Duties and Responsibilities
Essential Duties and Responsibilities Description
The following is a list of specific responsibilities of the CAS Administrative Assistant to the Dean, but are not limited to:
- Manage workflow by ensuring that deadlines are met and work is completed correctly;
- Manage communications with all Dean’s office constituents including students, faculty, staff, and employers;
- Maintain and enhance the “Dean’s Corner” website, the College of Arts & Sciences webpage, and ensure accessibility, clarity, and educational value;
- Maintain and enhance the College of Arts & Sciences social media presence;
- Assist in communication of activities and manage the Dean’s travel;
- Manage the executive calendar for the Dean and Associate Dean including scheduling both on and off-campus appointments and meetings, in collaboration with various university departments, committees, boards, and external contacts; prepare meeting agenda(s) and background material for all meetings; execute appropriate follow through on meetings and appointments, as necessary, including meeting notes and minutes; provide proactive meeting set-up for the Dean, including locating conference rooms, audio-visual equipment, and coordinating meeting materials;
- Provide on-site supervision of events, oversee facilities use, provide support, and assist in problem resolution;
- Assist with reporting efforts, assemble data, write and/or edit reports;
- Process requisitions for supplies, personnel action forms, and follow-up with purchase orders, invoices and deliveries;
- Assist in preparing program budgets and annual report for approval of supervisor and manage and monitor expenditures;
- Supervise student workers and manage timesheets;
- Limited travel for professional development; and
- Perform related duties as required.
Posting Detail Information
Posting Number
S497P
Number of Vacancies
1
Desired Start Date
08/03/2026
Position End Date (if temporary)
Posting Date
07/21/2026
Application Review Date
Closing Date
Open Until Filled
Yes
Special Instructions to Applicants
How to Apply-Required Documentation:
Qualified candidates are invited to apply using Xavier’s online application site by logging in to https://jobs.xula.edu. Please submit the following materials:
(1) A current resume/CV
(2) A tailored cover letter detailing relevant administrative experience.
(3) Contact information for three (3) professional references.
Questions about the position should be directed to the Dean’s Office (casdean@xula.edu). Xavier University of Louisiana is committed to diversity, equity, and inclusion. Screening of candidates will begin immediately and continue until the position is filled.
Qualified candidates are invited to apply using Xavier’s online application site by logging in to https://jobs.xula.edu. Please submit the following materials:
(1) A current resume/CV
(2) A tailored cover letter detailing relevant administrative experience.
(3) Contact information for three (3) professional references.
Questions about the position should be directed to the Dean’s Office (casdean@xula.edu). Xavier University of Louisiana is committed to diversity, equity, and inclusion. Screening of candidates will begin immediately and continue until the position is filled.
Quicklink for Posting
https://jobs.xula.edu/postings/3899
About Xavier
About Xavier
Founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, Xavier is the only Catholic Historically Black University in the United States. Located in New Orleans, the University strives to contribute to a more just and humane society by preparing its students to assume roles of leadership and service in a global society. Xavier prides itself in its diverse learning and teaching environment that incorporates a variety of educational practices, including research and service learning.