Job description
Posting Title
Administrative Assistant
Overview
The Office of the President is the chief executive office of the University. All administrative matters dealing with the University, including finance, academics, administration, student affairs, advancement and enrollment and marketing filter through this office including external constituencies such as the Board of Trustees, parents, corporations, foundations, and friends of the University. The Administrative Assistant serves in numerous capacities, not the least of which is acting as the primary contact, in person and by phone, for visitors to the office. The AAII must organize and enjoy keeping the filing system in the office up-to-date and easily accessible. They provide secretarial and receptionist support for the Office of the President, particularly to the Executive Assistant to the President. Duties include: receiving visitors; handling telephone calls; drafting simple correspondence for approval; substantial involvement in maintaining highly confidential file system; assist in arranging complex scheduling, travel arrangements and general office tasks. Must be able to work with little supervision and to handle all tasks with total and complete confidentiality. Works under the direction of and reports to the Executive Assistant. Performs some of the duties of the Executive Assistant in his/her absence.
Must be supportive of the mission and vision of The Catholic University of America.
Responsibilities
Receive visitors to Nugent Hall. Answer, as primary contact, and direct incoming telephone calls on all office lines. Maintain office filing system. Prepare and send retention files to archives. Daily photocopying inducing file and chronological file copies of letters prepared for President’s signature. Provide secretarial and receptionist support. Review calendars of all office staff on a daily basis to be aware of their schedules. Assist with the responsibilities of the Executive Assistant especially when that individual is out of the office. Work closely with the Executive Assistant to the President to help in scheduling small events for the President. Coordinate with President’s spouse (if applicable) university events for attendance and information. Assist the Director of Presidential Events, as needed in any event hosted by the Office of the President. Facilitate communication between the Office of the President and Facilities Maintenance and Operations maintenance of the building/grounds and daily cleaning of the building as needed.
Qualifications
A Bachelor's Degree and two or more years of experience in customer service, office support and/or university affairs are preferred. Experience in a professional office setting is required. Knowledge of event planning is a plus. Excellent computer skills required. Microsoft Word, Excel, PowerPoint required. Employee demonstrates an ability to work independently, with particular attention to detail. Employee will be able to deal extremely well with external constituents. Employee will be a team player who understands the need to assist as necessary, to maintain composure and to keep matters confidential, as needed. Must be organized, a quick learner and the ability to multitask and prioritize in times of peak workload.
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