Executive Administrator

coordinates travel arrangements, and supports special projects to ensure the efficient and effective functioning of the Office of the President. Working closely with the Chief of Staff, the Executive Administrator helps coordinate the daily rhythm, priorities, communications, and operational effectiveness of the Office of the President. The EA ensures that the President and Chief of Staff are prepared for key meetings, follow-up actions are tracked and completed, and internal and external stakeholders experience a responsive, professional, mission-aligned Office of the President. This role requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a confidential, fast-paced environment. The Executive Administrator recognizes that the College is a vital participant in the apostolic teaching ministry of the Roman Catholic Church and s/he must give Christian witness in his/her personal and professional life. The Executive Administrator acknowledges and understands that the College President is an extension of the ministry of the Roman Catholic Church, and that the Executive Administrator plays an important role in fulfilling and delivering the loving, healing, and caring mission of Christ. The Executive Administrator understands and acknowledges that s/he performs ministerial functions in connection with the job duties of the role. Experience at a non-profit and/or higher educational organization is preferred.

RESPONSIBILITIES:

• Ensure the efficiency and effectiveness of the Office of the President, leading a culture of excellence, service, professionalism, and continuous improvement
• Oversee presidential entertaining; develop and manage office budget; and maintain accurate confidential files and document archives
• Keep the President informed of on- and off-campus issues, news, and concerns by ensuring the accurate, timely, and appropriate flow of information, providing the insight necessary to support informed decision-making
• Respond to inquiries on behalf of the President and ensure all inquiries are addressed properly
• Review sensitive and/or high-level correspondence
• Collaborate with communications on internal and external Presidential communications and social media
• Coordinate the President’s calendar, including scheduling meetings, appointments, travel, and hotel arrangements
• Work in close coordination with the Chief of Staff to align the President’s calendar, meeting preparation, key leader engagements, communications, and follow-up actions with institutional priorities
• Track action items, deadlines, commitments, and key decisions from presidential meetings and ensures appropriate execution with Cabinet members, campus leaders, and external stakeholders
• Coordinate meetings, conferences, and business engagements to ensure that conflicts are avoided
• Help prepare briefing materials, agendas, itineraries, background documents, and talking points for presidential meetings, events, travel, and engagements
• Exercise judgment in prioritizing requests for the President’s time, coordinating closely with the Chief of Staff to ensure alignment with strategic priorities
• Support special projects and institutional initiatives assigned by the President or Chief of Staff
• When appropriate, read, screen, and respond to correspondence on behalf of the President
• Maintain files, many of a confidential nature
• Open, sort, and route incoming mail and manage outgoing correspondence
• Answer phones and greet visitors in a professional and courteous manner
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Maintain strict confidentiality at all times

CHARACTERISTICS:

• Must be a practicing Catholic, demonstrating a life consistent with Church teachings
• Must uphold the teachings of the Catholic Church with specific attention to the Catholic intellectual tradition, the Apostolic Constitution Ex corde Ecclesiae, and the Benedictine spirit of prayer and learning
• Must serve as a visible Christian leader both on and off campus, providing a personal witness to the Gospel through personal and professional conduct
• Alignment with Belmont Abbey College’s mission, values, and strategic vision
• Ability to think critically and strategically about institution-wide matters
• Excellent judgment, diplomacy, tact, and discretion
• Ability to maintain confidentiality in all interactions
• Extraordinary communication skills (writing, presentation, personal) with a wide range of stakeholders
• Flexibility and ability to navigate a complex, fast-paced environment
• Ability to execute with excellence and work to deadlines, inspiring others to do the same
• Strong organizational, collaborative, and project management skills
• Excellent proofreading skills and attention to detail

QUALIFICATIONS:

• A bachelor’s degree or higher
• A minimum of ten (10) plus years of professional experience in a related administrative or executive support role
• Must be a practicing Catholic, demonstrating a life consistent with Church teachings
• Excellent interpersonal and organizational skills
• Ability to manage complex tasks with multiple variables
• Strong written and verbal communication skills
• Proficient in Microsoft Word, Excel, and PowerPoint
• Proficiency with standard office equipment (computer, printer, copier, scanner, etc.)
• Familiarity with nonprofit organizations is desired