Executive Assistant to the Chief of Staff and VP for Strategy and Effectiveness

Executive Assistant to the Chief of Staff and VP for Strategy and Effectiveness

Location

St. Davids

Job Type

Full-Time

Job Number

1121

Department

Office of Institutional Planning and Effectiveness

Opening Date

07/06/2026

• Description
• Benefits

Join our vibrant community of dedicated faculty and staff who work to create a transformative educational experience rooted in faith, reason, and justice.

Eastern University is a nationally-recognized Christian university enrolling approximately 9,000 students in a wide array of undergraduate, graduate, professional, and seminary programs. The university's main campus is located in St. Davids, PA, with many programs also offered online. Eastern's core values of Faith, Reason, and Justice are woven into all of its educational offerings. Through dynamic programs, a vibrant campus community, and meaningful service learning opportunities, Eastern University is committed to providing students with transformative, accessible, and affordable education.

Position Description

The Executive Assistant (EA) provides high-level, mission-critical administrative, strategic, and project-based support to the Chief of Staff & Vice President for Strategy and Effectiveness. Operating at the intersection of university leadership, governance, and institutional strategy, this role requires an exceptionally organized, proactive, and discreet professional.

The ideal candidate will serve as a key liaison and gatekeeper, managing complex schedules, coordinating high-profile institutional initiatives, and ensuring the smooth day-to-day operations of the VP's office in a dynamic, matrixed higher education environment.

Position Responsibilities

Advanced Executive Operations, AI, & Workflow Automation

• Strategic Foresight & Workflow Design: Anticipate, analyze, and coordinate the administrative demands of the Office of the COS/Vice President. Design, implement, and continuously optimize office systems, procedures, digital schedules, and workflows.
• AI-Driven Efficiency: Integrate emerging AI tools and automation platforms to maximize operational efficiency.
• Calendar & Meeting Management: Manage the COS/Vice President's complex calendar and coordinate seamless meeting logistics, amenities, and technology setups for both on- and off-campus engagements.
• External Affairs Support: Assist the COS/Vice President with high-level institutional responsibilities and strategic initiatives they assume outside the University.
• Student Workforce Management: Hire, supervise, train, and mentor student workers, fostering a tech-forward and professional office environment.

Strategic Communication, Governance, & Information Flow

• Comprehensive Administrative Support: Deliver high-level administrative execution, including meticulous record-keeping, multi-channel electronic file maintenance, and precise electronic communications.
• Executive Triaging & Representation: Serve as the initial point of contact for inquiries to the Office of the COS/Vice President. Regularly represent the office with a wide range of internal and external constituents at all levels of the University with high political savvy and critical thinking.
• Committee Governance & Minute Integration: Record, transcribe, and distribute minutes for executive meetings as requested. Assist in the preparation of agendas and distribution of materials, and utilize modern tracking systems to monitor action items and hold project leads accountable.
• Digital Footprint Management: Maintain operational oversight of the office's webpages, intranet portals, and other electronic or social media resources as needed.
• Content Generation & Editing: Draft, edit, and proofread high-level institutional correspondence, briefing memos, announcements, and reports using advanced prompting and synthesis skills to ensure clarity and impact.

Financial Stewardship & Strategic Initiatives

• Budgetary Oversight: Monitor expenditure and budget reports for the office, identifying variances and ensuring fiscal responsibility.
• Travel & Expense Optimization: Handle comprehensive business travel arrangements for the COS/Vice President and staff, tracking expenditures diligently against the budget.
• Strategic Planning Support: Apply critical thinking and analytical skills to provide administrative and operational support for university-wide strategic planning processes, activities, benchmarks, and initiatives.
• Special Events & Program Development: Assist the COS/Vice President with special program/event development, and actively assist at major University-wide events.

Institutional Engagement & Cultural Alignment

• Committee Service: Serve on institutional committees as requested by the COS/Vice President to represent the strategic interests of the office.
• Campus Presence: Attend University meetings and events as required to remain deeply connected to the campus community.
• Mission & Values Alignment: Embodiment of the university's core values of excellence, authenticity, stewardship, thoughtfulness, enthusiasm, relationships, and innovation.
• Inclusive Community Building: Seek to treat each member of the campus community with fairness, dignity, and respect, fostering a spirit of unity and harmony to achieve the institutions collective vision and mission.
• Agility: Perform other duties as assigned to support the evolving needs of the division.

Qualifications

Education & Experience

• Education: Bachelor's degree required.
• Experience: A minimum of 5-7 years of progressive executive administrative support or operations experience strongly preferred.
• Higher Education Context: Prior experience navigating the complexities of a college or university preferred.

Technical Acumen & AI-Driven Workflows

• Digital Workflow Automation: Demonstrated experience leveraging AI tools and automation platforms to optimize email management, streamline workflows, and reduce response times.
• Software Proficiency: Advanced mastery of Microsoft Office 365 (Word, Excel, PowerPoint) and Google Workspace, alongside experience managing digital platforms, intranets, or webpage CMS interfaces.
• Project Management Tools: Proficiency using collaborative project management software to track institutional strategic goals and deliverables.

Critical Thinking & Problem-Solving

• Proactive Triaging & Strategic Foresight: Proven capability to independently assess complex, ambiguous situations, anticipate operational bottlenecks, and implement rapid contingency plans before schedules or deliverables are impacted.
• Data Synthesis: Strong analytical skills with the ability to utilize advanced prompting and synthesis tools to distill large volumes of institutional data or meeting notes into concise, actionable executive briefs.
• Financial & Budgetary Stewardship: Demonstrated experience monitoring expenditures, tracking budget reports, and optimizing travel/logistical spending in compliance with organizational policies.

Communication & Relationship Management

• Executive Presence: Exceptional written and verbal communication skills; ability to confidently and diplomatically serve as the initial point of contact and represent the office to a wide range of internal and external constituents at all levels.
• Impeccable Discretion: Highly developed political savvy and a proven track record of handling sensitive, highly confidential institutional information with absolute integrity.
• Leadership & Collaboration: Experience hiring, training, and supervising student workers or staff, with a strong commitment to mentoring and fostering a collaborative team environment.

Cultural & Mission Alignment

• Missional Alignment: Deep alignment with the universitys core values of excellence, authenticity, stewardship, thoughtfulness, enthusiasm, relationships, and innovation.
• Inclusive Relationship Building: A demonstrated commitment to treating every member of the campus community with fairness, dignity, and respect, actively contributing to a spirit of campus unity and harmony.

About Eastern University

Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, seminary, urban, professional and international programs. Applicants should have a Christian commitment compatible with its mission and be willing to support the mission and vision of the university. The university complies with federal and state guidelines of nondiscrimination in employment; members of protected classes encouraged to apply.

Background Checks

Standard University employees are required to complete the background clearance process. Employment is contingent upon the successful results of an employment background screening. The employment background screening may include but is not limited to your consumer credit history (for positions that work with the university finances or alumni funds only), verification of education and professional credentials, criminal history, driving history, residency, immigration status, performance, references, and other qualities pertinent to your qualifications for the following position.

Youth Clearances are required for positions with direct contact with children and essential personnel positions. Employees working with or around minor age children are required to complete the youth clearance process which includes the following four child protection clearances:

1) Affidavit;

2) FBI Criminal Record Check;

3) Pennsylvania Department of Human Services Child Abuse History Clearance and;

4) Pennsylvania State Police Criminal Record Check.

In accordance with state laws, Act 73 of 2007, Act 153 of 2014, Act 168 (relating to the Child Protective Services Law), school employees of Eastern University who will have "direct contact with children" must complete the background check process prior to employment. Results must be submitted within ten days of receipt.

Description Disclaimer

This description is intended to describe the general level and nature of work performed by the person/people assigned to this position. It is not to be construed as an exhaustive list of duties and responsibilities of the person/people so assigned.

For all positions: Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Statement of Non-Discrimination

Eastern University is committed to the principles of equal opportunity as defined under federal and state law, and does not discriminate unlawfully on the basis of race, gender, sexual orientation, color, creed, disability, national/ethnic origin, age, disabled veteran/Vietnam-era, Genetic Information and Nondiscrimination Act (GINA), or veteran status in its admission policy, program, or activities, educational policies, scholarship and loan programs, athletic and other University-administered programs, or employment practices and programs.

We offer a complete benefits package to full-time faculty and staff including healthcare coverage, retirement plan contributions, flexible spending and health savings accounts, life insurance, long-term and short-term disability, tuition remission and tuition exchange participation as well as an extensive holiday, summer hours and paid time off leave schedule.

Part-time Regular staff who are scheduled 30-36 hours per week over the course of a year, receive a full benefit package based on their part-time scheduled hours. Healthcare coverage is based on the ACA medical coverage guidelines. Affiliate faculty receive a benefit package as outlined with their covenant. Adjunct faculty may be eligible for medical coverage under the ACA after an annual one year lookback review.

Part-time staff who are scheduled to work less than 30 hours per week schedule are eligible for employer contribution towards the retirement plan after one year of employment. Eligibility rules apply. Adjunct faculty may make employee deferral contributions towards the retirement plan.

Part-Time Graduate Assistant Coaches are eligible for participation in the Tuition Remission Coaches Program.

Temporary, Contractors and Seasonal Employees: Individuals in this status are scheduled on an as-needed-basis and are not eligible for participation in the University's benefits programs.

Detailed information regarding our benefits program and eligibility is provided once hired or you can contact Human Resources with any questions.

Employer Eastern University

Address 1300 Eagle Road

St. Davids, Pennsylvania, 19087

Phone 610-341-5986

Website http://www.eastern.edu