Job Summary:

The Total Experience Learning® (TExpL®) Institute and the office of the Vice President of Total Experience Learning of Alvernia University are seeking a highly organized and proactive Executive Assistant to provide comprehensive support. In this role, the Executive Assistant will be responsible for managing the Vice President's schedule, coordinating meetings, and handling confidential communications. The Executive Assistant will play a key role in organizing and facilitating various TExpL® initiatives, ensuring seamless operations and effective communication between TExpL® Institute departments and Alvernia University. This position will require an ability to manage multiple tasks, prioritize effectively, and maintain a high level of professionalism in a dynamic environment.

Additionally, the Executive Assistant will support the Vice President in preparing reports, presentations, and correspondence, as well as managing special projects related to TExpL® Institute programs. The Executive Assistant will serve as a liaison between the Vice President, TExpL educators, internal Alvernia University stakeholders and external stakeholders, ensuring timely and accurate information flow. The position requires attention to detail, strong organizational skills, and ability to anticipate needs will contribute to the successful implementation of the TExpL® Institute’s educational methodologies and the overall efficiency of the Vice President's office. This role offers an exciting opportunity to be at the forefront of innovative educational initiatives while providing essential support to executive leadership.

Essential Functions:

Promote Franciscan ideals and adherence to the Mission of the University as demonstrated by the University's Ideal Characteristics. As we are an equal opportunity employer committed to Franciscan values, all employees share responsibility for advancing diversity, equity, and inclusion in the performance of their roles while demonstrating service orientation, respect for all, intellectual curiosity, solution focus and innovation, and mutual accountability.

Schedule Management: Manage and coordinate the Vice President’s calendar, including scheduling meetings, appointments, and travel arrangements.
Ensure the Vice President is informed of upcoming commitments and responsibilities.
Meeting Coordination: Organize and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
Coordinate logistics for internal and external meetings, ensuring all necessary materials are prepared and distributed.
Communication: Handle confidential communications and ensure information flow between the Vice President, Alvernia University colleagues and stakeholders, the TExpL® community, and external stakeholders.
Draft, proofread, and manage correspondence, reports, and presentations.
Project Management: Assist in organizing and facilitating various TExpL® initiatives, ensuring seamless operations and effective communication between departments.
Manage special projects related to TExpL® programs as assigned by the Vice President.
Liaison Duties: Serve as a liaison between the Vice President and internal/external stakeholders, maintaining a professional and effective communication channel.
Ensure timely and accurate dissemination of information.
Administrative Support: Provide comprehensive administrative support to the Vice President, including preparing documents, managing files, and conducting research.
Maintain office systems and procedures to ensure organizational efficiency.
Event Planning: Collaborate on the planning and coordination of events, conferences, and workshops related to the TExpL® Institute.
Oversee event logistics, including venue selection, catering, and participant communication.
Travel Arrangements: Arrange travel plans for the Vice President, including booking flights, accommodations, and transportation.
Prepare detailed travel itineraries and manage travel expenses.
Information Management: Maintain accurate records and databases related to the TExpL® Institute and the Vice President’s office.
Ensure data integrity and confidentiality.
Reporting and Documentation: Prepare detailed reports, presentations, and other documentation as required by the Vice President.
Assist in the preparation and submission of grant applications and funding proposals.
Professional Development: Stay informed about the TExpL® Institute’s programs and initiatives to provide informed support and contribute to continuous improvement efforts.
Engage in ongoing professional development to enhance skills and stay current with industry best practices.
Anticipatory Support: Anticipate the needs of the Vice President and proactively address them to ensure smooth and efficient operations.
Identify and resolve issues promptly and effectively.
Team Collaboration: Collaborate with other administrative staff and team members to support the overall goals and objectives of the TExpL® Institute.
Foster a positive and collaborative work environment.
Additional Responsibilities:

Excellent interpersonal and communication skills, both written and oral, with the ability to influence and inspire and engage effectively with diverse stakeholders and build consensus around shared goals.
Confidence and knowledge required to advance and defend ideas and programs in an environment that respects conviction but demands analytical rigor; a love of intellectual exchange and lively dialogue.
Ability to collaborate with a team of professionals to respond thoughtfully, write, edit and/or engage in an appropriate fashion in a fast‐paced, deadline‐oriented environment
Desire to play a meaningful role in the life and development of the TExpL® Institute and its extended community and to share in the TExpL® Institute’s commitment to educating students of academic promise for life and career.
Honesty, integrity, enthusiasm, and perspective; a strong work ethic, supported by commitment and follow-through.
Demonstrated ability to collaborate with a team towards achieving ambitious goals in a collaborative and inclusive environment.
The professional credibility, maturity, and leadership skills required to effectively motivate, engage and leverage the key stakeholders in building coordinated and coherent marketing and communication messages.
Demonstrated understanding of equity and inclusion and evidence of sensitivity to and understanding of diverse academic, socioeconomic, cultural and ethnic backgrounds.
A keen eye for operational efficiency and optimal use of resources; the ability to plan, monitor, and tightly manage a budget and the competency with information systems necessary to accomplish these goals.
Skills and enthusiasm that inspire, motivate, and empower a team, with a focus on developing a diverse and talented professional staff.
Other responsibilities as assigned.
Qualifications/Education:

Commitment to the mission statement, core values and goals of Alvernia University.
Minimum of 3 years’ experience in Science Research Institute and/or Total Experience Learning® educational environments, or related experience.
Minimum of a Bachelor’s Degree.
Physical Requirements:

Attendance is required in order to perform the duties of this job.
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift 15 pounds at times.