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Title: Executive Assistant & Office Manager

VP Area: President

Department: President's Office

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: On-campus Position

FLSA Status: Non-Exempt

Employee Classification: Regular full-time (staff 30+ hours)

Hours per week: 40

Months per year: 12

Application Materials (Required):

• Resume
• Cover Letter

Job Purpose:

The Executive Assistant to the President & Office Manager is a member of the President’s staff and reports directly to the President, providing executive-level assistance in support of the President and aids in facilitating the effective operation of the organization.

This position is responsible for a broad and complex set of assignments related to the duties of the President; provides administrative support for all presidential activities. The Executive Assistant demonstrates a commitment to continuous quality improvement, providing outstanding service to various internal and external university stakeholders, and maintaining an overall standard of excellence for the staff in the Office of the President.

Essential Functions:

• 25% - Budget Officer
  • Develops and analyzes financial reporting 
  • Audits, reconciles and advises on budget expenditures
  • Plans, forecasts and develops budget with the leadership Coordinates yearly department budget requests
  • Provides oversight and support to a complex set of funding sources including general funds, grants, revenues, and contracts. 
• 20% - Supervision
  • The Executive Assistant & Office Manager ensures each staff member clearly understands the importance of their roles and responsibilities and how they represent the President and the Office of the President.
  • In addition, assures that the functions and responsibilities of the Office of the President are proficient, precise, and accurately represent the President, Gonzaga’s Mission, and Strategic Plan.
  • Oversees that all communications and proposals are clear, accurate, and concise prior to discussion with the President.
• 20% - Special Projects and Events
  • Consults with and assists the President and Chief of Staff as requested with Presidential events, speakers, special projects, and assignments. 
• 25% - Executive Administrative Support
  • Provides executive-level support to the President by managing messages, meetings, event requests, tasks, and issues. 
  • Provides regular updates to the President using multiple spreadsheets, meetings, and task management.
  • In collaboration with the Chief of Staff, ensures the President is sufficiently prepared and briefed for all travel, daily appointments, meetings, and events.
  • Promotes a positive image of the University by, together with main office staff, greeting and receiving visitors to the President’s office.
  • Responds to inquiries from diverse University publics (including, students, parents, faculty, staff, alumni, legislators, the media, and public and private officials) and manages the President’s email account.
  • Provides guidance and refers inquiries or problems to the appropriate office or person; this includes resolving problems and following up to determine the inquirer’s satisfaction with the response.
  • Manages Trustee meeting logistics in collaboration with the relevant stakeholders.
  • Assists with strategic oversight of the Board SharePoint site, and the coordination of onboarding and off-boarding of Board members.
  • Assists the President with correspondence and dissemination of internal and external Presidential communication. • Drafts general correspondence as requested.
  • Answers and directs phone calls and appropriately relays important information promptly and clearly, maintaining confidentiality.
  • Assists with the dissemination of daily mail, follow-up, and tracking.
  • Maintains the computer inventory and renewal and replacement for the office.
  • Responsible for the Office Record Management and organization
  • Attends key operational meetings or supports follow up on key open items.
• 10% - Scheduling
  • Coordinates all scheduling closely with the President and Chief of Staff
  • Facilitates the development and coordination of a complex calendar of
  • Appointments, meetings, travel schedules, social engagements, prospect visits, and University and community functions with individuals and groups for the President.
  • Schedules reoccurring meetings with leadership team members, student representatives, and external committees/boards.
  • Provides strategic oversight of the President’s daily calendar to maintain a busy schedule and effective time management.
  • Maintains and manages a binder, request tracker, and supporting documentation to ensure that each request is appropriately recorded and tracked.

• Additional Duties as Assigned by the Department

Educational Requirement:

Bachelor's Degree in Business Administration, Public Administration, Communications, or a related field; or Equivalent Experience

Years of Related Experience Requirement:

Five (5) or more years of progressively responsible experience providing executive-level administrative support, budget management, or office management in a complex organizational environment.

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education. 

Certifications and/or Licensures:

Must possess a valid drivers license with a clean driving record

Skills & Abilities:

• Ability to maintain absolute confidentiality and sensitivity.
• Demonstrated experience managing confidential and sensitive information with a high degree of professionalism and discretion.
• Experience with financial reporting, budget forecasting, and expenditure reconciliation.
• Strong proficiency in Microsoft Office Suite and ability to learn new systems (e.g., SharePoint, Banner, and Concur).
• Proficient word processing speed of 70-80 WPM with a high degree of accuracy.
• Excellent organizational skills with the ability to manage multiple projects and priorities with attention to detail and accuracy.
• Proven ability to communicate effectively with diverse internal and external stakeholders, including senior leadership and trustees
• Demonstrated ability to manage and lead staff, ensuring a collaborative and high-performing work environment.
• Exceptional written and verbal communication skills.
• Ability to represent the President and University with professionalism, integrity, and a commitment to the University's mission and values.

Preferred Qualifications:

• Prior experience working in higher education or a mission-driven nonprofit organization.
• Experience supporting or working directly with executive leadership or a governing board (e.g., Board of Trustees).
• Familiarity with Gonzaga University’s mission and strategic goals.
• Experience in event planning and logistics for executive-level functions.
• Experience managing or supporting SharePoint sites and document management systems.
• Knowledge of higher education administrative structures and procedures.
• Project management experience or certification.
• Working knowledge of budget systems and grant or contract funding processes.

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Daily (>75% of time)

Walking - Ability to move about on foot to accomplish tasks: Daily (>75% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)

The budgeted salary range that the University reasonably expects to offer for this position: $77,968.80-$85,000

Pay Range:

Minimum Salary (Annualized 12 months and 40 hours/week): 76000

Midpoint Salary (Annualized 12 months and 40 hours/week): 95000

Maximum Salary (Annualized 12 months and 40 hours/week): 114000