The Executive Assistant provides administrative support to the Dean of Admissions & Enrollment and the CFO while coordinating the daily operations of the Office of Admissions. This role manages schedules, communications, reports, meetings, and office workflows, ensuring efficient operations and a positive experience for students, families, faculty, staff, and visitors. The Executive Assistant works within university policies and procedures to oversee the day-to-day workflow of both offices. In addition, the Executive Assistant works actively to ensure that the needs of the Dean of Admissions & Enrollment, the CFO, the Office of Admissions and Financial Aid are met, including assisting in preparation for the Board of Trustees and other governance meetings.
Saint Martin's University is more than just a place of learning-it's a welcoming community where students, faculty, and staff come together with purpose and heart. Founded in 1895 by the Benedictine monks of Saint Martin's Abbey, we are grounded in the timeless Benedictine values of community, hospitality, and balance. These values, combined with a Saint Martin's liberal arts education, shape our approach to education and daily life, encouraging students to think deeply, act with compassion, and serve with purpose.
As part of the Catholic Intellectual Tradition, we honor the integration of faith and reason, the dignity of every person, and a shared responsibility for the common good. Our mission is to form graduates who are not only intellectually curious and ethically grounded, but also deeply committed to building a more just and equitable world. At Saint Martin's, we care about the whole person.
Our supportive campus culture is built to help students thrive-academically, personally, and professionally. We pay special attention to the needs of those who have been historically underserved, and we work intentionally to create an inclusive, respectful, and compassionate environment for all.
We warmly invite mission-driven individuals to join our community-not just to work here, but to be part of something meaningful. Together, we educate students who go on to make a positive difference in their lives, their communities, and the world.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.
Dual Office EA Responsibilities
- Perform office activities, such as welcoming visitors, filing, processing outgoing and incoming mail, routing and screening all incoming calls, and distributing messages to appropriate staff members.
- Coordinate and manage Dean of Admissions & Enrollment and Chief Financial Officer calendars and schedule all meetings.
- Coordinate all efforts with staff, faculty, students, and vendors for meetings, events, and travel.
- Support searches for staff by scheduling and making the arrangements for phone, Zoom, or on-campus interviews, coordinating candidate travel arrangements, and supporting search committees as needed.
- Draft and compose correspondence and reports for signature.
- Attend and take minutes for the quarterly meetings of the Enrollment Management, Finance, and Investment Board of Trustees Committees. Ensure that conference rooms, meeting rooms and reception areas are ready for meetings. Provide attendees with previous meeting minutes, agenda, name tags, and other materials the Dean of Admissions & Enrollment and Chief Financial Officer wish to distribute. Edit and format final Board of Trustees committee report quarterly.
- Manage all credit card allocations generated by Dean of Admissions & Enrollment and Chief Financial Officer. Works closely with Office of Finance to allocate credit card expenses.
- Provide occasional support to other offices as needed.
Budget Monitoring
- Collaborate with the Dean of Enrollment, Director of Graduate Admissions, and Director of Financial Aid in managing budgets for three key departments: Undergraduate Admissions, Graduate Admissions, and Financial Aid. Track all departmental and team expenditures/income, including processing payment requests, deposits and credit card reconciliations.
- Process vendor invoices in Concur for Undergraduate Admissions, Graduate Admissions, and Financial Aid, and ensure expenses are accurate, properly documented, and charged to the correct budgets and expense codes.
- Partner closely with the Dean of Enrollment, Director of Graduate Admissions, and Director of Financial Aid to forecast beginning and year-end budgets.
- Reconcile budget spreadsheets from the Office of Finance monthly and review all expenses, comparing the admissions internal spreadsheet with the institutional budget spreadsheet. Make budgetary corrections/adjustments in departmental records or coordinate with Finance to make corrections or adjustments when errors are found.
- Assist Admissions counselors with monthly Concur expense reports, helping ensure expenses are submitted accurately and on time.
- Provide monthly budget updates and participate in budget meetings with Dean of Enrollment, Director of Graduate Admissions, and Director of Financial Aid as needed.
Office Management (Admissions) Responsibilities
- Perform office activities, such as welcoming visitors, filing, processing outgoing and incoming mail, routing and screening all incoming calls, and distributing messages to appropriate staff members.
- Coordinate daily visits, overnight visits, and group visits using Slate and Outlook. Ensure that materials for students and families visiting are prepared. Ensure student tour guide and counselor availability for visits.
- Book rooms for meetings and coordinate logistics for visitors.
- Hire, train, and oversee student workers/ambassadors. Provide work assignments, develop work schedules, review timesheets, submission of confidential HR and payroll forms. Collaborate with the Dean of Enrollment on responding to grievances, coaching and evaluating student performance or other issues of concern.
- Ensure that the office lobby and admissions conference room are well-maintained, stocked, and prepared for visitors, meetings and events.
- Coordinate and order name badges, office supplies, office keys, business cards, and credit card setup for new hires.
- Oversee and communicate time off requests and balances for employees.
- Generate the necessary institutional forms for processing. In collaboration with the Office of Human Resources, prepare confidential human resource and payroll requests as needed for the employment of temporary, student and regular staff.
- Draft and prepare professional correspondence, Memoranda of Understanding (MOUs), Data Sharing Agreements (DSAs), and reports for review and signature.
- Maintain inventory of office supplies and marketing materials, including ordering supplies and materials as needed.
- Coordinate all efforts with staff, faculty, students, and vendors for meetings, events, and travel.
COMPETENCIES
- Excellent interpersonal and communication skills to effectively handle a broad range of interpersonal contacts, including those at a high level and those sensitive and/or confidential in nature.
- Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
- Excellent customer service skills.
- Knowledge or experience utilizing computer programs in an office environment.
- Demonstrates strong organizational skills for coordination and overall management of the two offices.
- Ability to maintain confidentiality.
- Ability to assist students in distress/crisis, demonstrate empathy and connect to resources.
- Strong attention to detail; including knowledge of business mathematics beyond basic arithmetic to perform standard business math, such as calculating ratios and percentages, tracking budgetary data, and making simple projections.
- Independently handle multiple work unit priorities and projects.
- The ability to perform assigned duties in a manner consistent with applicable laws, regulations and goals and policies of Saint Martin's University.
- Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
- Establish and maintain effective and cooperative working relationships within a diverse, academic environment and with families of students.
- A demonstrated understanding and value for the contributions that a diverse workforce can make to the success of the organization and the students we serve.
- Must be supportive of a Catholic, Benedictine philosophy of education and be able to articulate and support the University's mission statement.
REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT
- Bachelor's degree preferred
- Minimum 3 years general office support experience.
- General background and knowledge in accounting procedures, bookkeeping, and budget experience.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe suite
- Experience in office management.
- Successfully pass a background check.
Preferred Qualifications
- Experience and background in admissions desirable.
- Experience in higher education.
- Experience providing administrative support to senior level management.
- Experience managing cloud-based databases and multiple budgets.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. Physical demands include:
- Moves objects (less than 50 pounds) long distances (more than 20 feet).
- Ability to be mobile campus wide for appropriate business needs.
- Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
- Reading, writing, speaking, hearing, standing, bending, sitting.
- Learning and comprehending.
- Requires visual concentration on detail.
- Manual dexterity and precision required for keyboarding
- Must be able to sit for long periods at a time at a computer
- Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
- Must be able to communicate effectively with people at all levels under stressful conditions.