Senior Executive Assistant to the President

Job Description Summary The Senior Executive Assistant to the President is a senior-level strategic and administrative partner who serves as the operational backbone to the Office of the President. This role combines high-level executive support with proactive strategic partnerships, ensuring the President's time, communications, and priorities are managed with precision and purpose. Reporting directly to the University President, and functioning as a trusted liaison to executive leadership, the Board of Trustees/Cabinet, senior administrators, donors, alumni, and external stakeholders, this position demands an exceptional standard of discretion, professionalism, and institutional alignment. This is a dual-function role encompassing both executive administration and strategic support. On the administrative side, the position manages the full scope of office operations, including complex calendaring, international and domestic travel logistics, correspondence, board/cabinet coordination, and records management. On the strategic side, the Senior Executive Assistant actively supports the President in advancing institutional priorities, contributing to project management, executive communications, stakeholder engagement, and the coordination of high-visibility initiatives. Job Description

KEY FUNCTIONAL AREAS I.

Gatekeeper & Executive Communications Serve as the primary gatekeeper and first point of contact for the President's Office, managing and filtering all incoming requests, calls, correspondence, and visitors from faculty, students, staff, board members, donors, alumni, and external stakeholders. Exercise sound, independent judgment in triaging, routing, and prioritizing communications to protect the President's time and ensure alignment with institutional priorities. Draft, review, and manage outgoing communications on behalf of the President, including confidential correspondence, formal letters, emails, talking points, presentations, and briefing materials. Build and maintain trusted, professional relationships across all constituent groups while maintaining the highest level of discretion. Monitor and manage multiple inboxes and communication channels; ensure timely, accurate, and professional follow-through on all inquiries and commitments. II. Complex Calendar & Schedule Management Manage an exceptionally complex, multi-layered calendar for the University President, balancing institutional commitments, strategic priorities, governance obligations, donor/alumni engagement, and external representations. Proactively anticipate scheduling conflicts, coordinate across multiple stakeholders, and time zones, and ensure the President's schedule is consistently aligned with strategic goals. Prepare comprehensive briefing documents, agendas, presentations, talking points, and background materials for every scheduled engagement. Coordinate scheduling for Cabinet-level and cross-divisional meetings; manage follow-up, action tracking, and ensure commitments are fulfilled. Monitor and adjust scheduling in real time in response to urgent needs, shifting priorities, or unforeseen circumstances. III. Domestic & International Travel Coordination Arrange comprehensive domestic and international travel for the President and as needed, executive leadership, including flights, ground transportation, accommodations, visas/entry documentation, itineraries, and related logistics. Research and anticipate travel requirements for international destinations, including cultural protocols, time zone management, and country-specific logistical considerations. Develop detailed, accurate travel itineraries with relevant briefing materials, contact information, and contingency plans. Manage travel budget oversight, expense reporting, and reconciliation in compliance with university travel policies. Coordinate with counterparts at host institutions, embassies, government offices, or partner organizations for international engagements. IV. Board of Trustees & Cabinet Support Serve as the primary administrative coordinator for all Board of Trustees meetings, committee meetings, retreats, and related governance activities. Prepare, organize, and distribute comprehensive board packets, agendas, resolutions, and supporting documentation; ensure materials are accurate, confidential, and delivered on time. Record and maintain official Board and committee minutes; ensure compliance with institutional bylaws, governance policies, and regulatory requirements. Manage the Cabinet meeting calendar, preparation of agendas and materials, minute-taking, and follow-up on action items across the executive leadership team. Maintain official governance records, board member rosters, term tracking, conflict-of-interest disclosures, and all related compliance documentation. Serve as a confidential liaison between the President, Board Chair, Board members, and Cabinet, managing communication with professionalism and absolute discretion. V. Strategic Administrative Support & Special Projects Partner with the President on strategic institutional priorities, including research support, data gathering, cross-departmental coordination, and project tracking. Assist in preparing strategic documents, reports, presentations, and executive-level communications that reflect the President's voice and institutional priorities. Coordinate and support high-visibility events, including donor and alumni receptions, board retreats, campus visits, public engagements, and external stakeholder meetings. Track progress on key Presidential and Board initiatives; facilitate communication and follow-through across departments and external partners. Assist with or lead special projects as assigned, exercising independent judgment and operating with minimal supervision. VI. Office Administration & Operations Oversee all administrative operations of the President's Office, including staff supervision, budget management, office resource allocation, and vendor relationships. Maintain organized, compliant systems for document management, recordkeeping, archiving, and institutional filing, both physical and electronic. Supervise and mentor administrative support staff; delegate effectively and ensure consistent, high-quality service delivery. Continuously evaluate and improve office workflows, systems, and processes to maximize efficiency and responsiveness. Other duties as requested by the President.

DISCRETION & CONFIDENTIALITY

This position carries the highest responsibility for confidentiality and professional integrity. The Senior Executive Assistant will have regular access to sensitive and privileged information, including confidential communications, personnel matters, governance deliberations, institutional strategy, donor and partner relationships, and executive decision-making. Absolute discretion is mandatory. All information — verbal, written, and electronic — must be handled with the utmost care and prudence. Sharing, discussing, or disclosing confidential information in any form, inside or outside the organization, is strictly prohibited. A demonstrated history of trustworthiness, reliability, and sound judgment is essential. Breach of confidentiality or misuse of privileged information may result in immediate disciplinary action, up to and including termination.

REQUIRED QUALIFICATIONS

Education & Experience Bachelor's degree in Business Administration, Project Management, Communications, or a related field required. A minimum of 5 years of progressively responsible experience in executive-level administrative support, preferably within higher education or a similarly complex institutional environment. Demonstrated experience supporting C-suite or President/CEO-level executives in a fast-paced, high-stakes environment. Prior experience supporting a Board of Trustees, Board of Directors, or equivalent governance body strongly preferred. Experience coordinating international travel, including visa/passport logistics and cross-cultural protocol, required. Core Administrative & Technical Competencies Complex Calendar Management — expert-level ability to manage multi-stakeholder, multi-time-zone calendars with competing high-priority demands. Gatekeeper & Communication Management — skilled at filtering, prioritizing, and managing high-volume communications on behalf of senior leadership. Travel Logistics — demonstrated ability to plan and execute domestic and international travel arrangements, including preparation of complete itineraries and briefing materials. Document Preparation — superior skills in drafting, editing, and proofreading executive correspondence, board materials, reports, and presentations. Board & Governance Support — experience organizing board meetings, maintaining official records, recording minutes, and ensuring bylaw/policy compliance. Technology Proficiency — fluency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, video conferencing platforms, and document management systems. Organizational, Analytical & Project Management Skills Exceptional organizational and multi-tasking ability; manages concurrent, shifting priorities under pressure and ahead of deadlines.

Strong project management skills:

ability to plan, coordinate, and execute complex multi-stakeholder projects from inception through completion. Sound judgment and proactive problem-solving; anticipates needs, identifies issues before they escalate, and acts decisively in ambiguous or urgent situations. Meticulous attention to detail in all written communications, governance documentation, and records management. Interpersonal, Communication & Professional Attributes Excellent verbal and written communication skills; able to communicate with clarity, diplomacy, and professionalism across all levels of an organization. Strong interpersonal and relationship management skills build trust and credibility with board members, donors, alumni, faculty, staff, and external partners. Emotional intelligence and cultural sensitivity; engages with diverse constituencies with empathy, tact, and respect. Composure and resilience under pressure; dependable and calm in high-stakes or crisis situations. Self-directed and initiative-driven; takes ownership of responsibilities and follows through without micromanagement. Adaptable and continuous learner; embraces new technologies, evolving processes, and changing institutional needs. Governance & Institutional Knowledge Familiarity with higher education governance structures, institutional policy, academic calendars, and accreditation/regulatory frameworks (or demonstrated ability to acquire this knowledge rapidly). Understanding of board operations, Robert's Rules of Order or equivalent governance practices, and bylaws compliance. Experience supporting alumni/donor engagement, external stakeholder relations, or institutional advancement preferred.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, and through electronic means; move about the office and University campus; handle various types of media and equipment; and visually or otherwise identify, observe, and assess. The employee is occasionally required to lift up to 10 pounds. This position may require occasional evening and weekend work to support board meetings, institutional events, and the President's schedule. NOTICE The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description. Saint Leo University is an Equal Opportunity Employer and embraces diversity as a critical step in ensuring employee, student, and graduate success. Why Work at Saint Leo? What it's Like to

Work Here:

Ask our employees and the one word they'd use to describe working at Saint Leo University is "Community." Our team members all share the Saint Leo core values, positive attitudes, and problem-solving abilities, enabling them to provide excellent student centered service. Our mission is educating and preparing students for life and leadership in a challenging world. Thank you for your interest in joining the Saint Leo PRIDE! We are committed to providing our employees with the support they need. At Saint Leo, we offer an array of medical, dental, and vision packages as well as several add-on perks to make your benefits package truly customizable to you and your family needs. Available benefits based on employment status (Full Time vs Part Time). FREE Tuition

• Employee, Spouse, and Dependents
• Tuition Exchange Opportunity
• Dependent of Employees
• Generous Paid Leave
• Sick, Vacation, and Holidays Comprehensive Group Health Plan (Medical, Dental, and Vision) Group Medical Plan includes Teledoc, Surgery Plus, Wellness Incentive Program and more!

100% Employer-Funded Health Reimbursement Account 100% Employer-Paid Short Term Disability Insurance 100% Employer-Funded Employee Assistance Program (healthcare and dependent options) Employer-provided life insurance Discounted On-Campus Dining Meal Plans Nationwide Pet Insurance Flexible Spending Accounts 403b Retirement Plan Wellness Center

• Eligibility based on meeting required service period 2025 ICUBA Benefits Guide_St Leo Top Workplace Each year from 2012 to 2016, Saint Leo University was named one of Tampa Bay's Top Workplaces by the Tampa Bay Times.

The Top Workplaces in Tampa Bay program was created by the Tampa Bay Times and WorkplaceDynamics. The companies in this survey were ranked based on leadership, compensation and training, workplace flexibility, and diversity. One of the Top-Ranked Universities in Florida One of the top-ranked universities in Florida, Saint Leo is a Catholic, liberal arts school serving learners of all faiths. We are traditional, but we are cutting edge Established in 1889 by the Order of Saint Benedict of Florida, the university seeks balanced growth in mind, body and spirit for all members of our community. Saint Leo has grown from a peaceful campus in the rolling hills of Central Florida to an institution of international consequence—ranked one of the best regional universities in the South by U.S. News & World Report Our Tampa-area campus remains committed as ever to student-centered liberal arts education, and is strengthened by the global reach of our regionally accredited online programs and Education Centers in seven states across the U.S., including on many military bases. We are Catholic, but we are for everyone Our determination to make higher education more accessible to all has made Saint Leo a world leader in redefining the 21st century university. Saint Leo now serves more than 16,000 students from 49 states and 86 countries—ranking us among the five largest Catholic higher education institutions in the United States. Saint Leo is also one of the nation's 10 leading providers of higher education to the U.S. military. While we are proudly Catholic, we teach students not because they are Catholic, but because we are Catholic. And our faith compels us to imagine and contribute to a more socially just society. Non-Discrimination EEO Statement Saint Leo University has a strong commitment to principles of equal employment opportunity and equal access to education. Saint Leo University does not discriminate on the basis of age, color, disability, ethic origin, genetic information, sex, gender, national origin, race, religion, or veteran status, or any other category protected by federal, state, or local law in its educational programs, admissions policies, financial aid, employment, or other school administered programs. The policy is enforced by Saint Leo University and by applicable laws such as Title IX of the Education Amendments of 1972, Title VII and Title IX of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Americans with Disabilities Act, Age Discrimination Act of 1975, and Florida Civil Rights Act of 1992.

The Title IX Office Office Location:

Benedictine Hall 3rd

Floor Email Address:

titleixcoordinator@saintleo.edu

Telephone Number:

(352) 588-8993

Mailing Address:

Saint Leo University ATTN:

Title IX Office 33701 C.R. 52, Saint Leo, FL 33574 The Director of Accessibility Services and the Section 504 Coordinator, Michael Bailey, may be contacted at michael.bailey02@saintleo.edu.

Note:

Questions regarding job application status can be sent to hr@saintleo.edu. The above contacts are listed specifically for Title IX and/or Accessibility concerns only. The University has developed the 'Title IX Sexual Harassment Grievance Policy' to address any Title IX related allegations of sexual harassment. The policy can be found on the University website. A written/hard-copy version of the policy is available upon request from the Title IX Coordinator. Links Campus Security & Safety Employment Site