Arcadia University

The Executive Assistant to the Vice Presidents of Administration & Finance and Human Resources is a central and critical function within the Administration and Finance team. The core responsibilities of the position include: providing administrative and project support to two Vice Presidents; extensive scheduling and coordinating of calendars; taking minutes; overseeing records management; and special projects. The Executive Assistant greets visitors and interacts regularly with senior administrators and their executive assistants, Board members, community leaders, and colleagues throughout the University. Given the privileged information regularly handled in this role, absolute confidentiality and discretion is essential.

Due to the nature of the position, the individual will primarily work from campus 5 days per week, with occasional work-from-home flexibility.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a JEDI (Justice, Equity, Diversity, Inclusion)- and values-based educational experience that keeps students at the center of all its efforts. The Institute of International Education has ranked Arcadia first nationally in study abroad for 10 of the last 11 years, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" from 2017 to 2021. The University's Physical Therapy and Physician Assistant programs are nationally ranked in their respective categories by U.S. News & World Report, which ranks Arcadia among the top 25 percent in its category and cites Arcadia for being among the "most innovative" and "best value" colleges. Approximately 3,700 students study at Arcadia, with 2,300 undergraduate students choosing from more than 65 fields of study. Arcadia promises a distinctively global, integrative, and personal learning experience that prepares students to contribute and lead in a diverse and dynamic world. Visit www.arcadia.edu.

Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration.

Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration.

For additional information and to apply, please visit: https://arcadia.isolvedhire.com/jobs/ and upload a cover letter, resume, and names and phone numbers of three professional references.

Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

At Arcadia University, our JEDI principles of Justice, Equity, Diversity, and Inclusion are the foundation of our highly-regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates of diverse backgrounds and abilities. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.


Essential Functions


Administrative and Project Support to the Vice Presidents of Administration & Finance (50%):

The Executive Assistant provides administrative and project support to the Vice Presidents and their teams. This support includes but is not limited to, coordinating strategic projects; managing complex schedules and meeting agendas; drafting meeting minutes; reviewing, prioritizing and drafting correspondence; appropriately routing correspondence, calls and meeting requests; reviewing and responding to requests for meetings with the Vice Presidents; and financial reconciliation of business expenses. The Executive Assistant plays a critical role in preparing for Board of Trustee meetings and shall be responsible for recording meeting minutes for Board interactions and other senior-level meetings.

In performing these duties and in completing projects the Executive Assistant shall work in close collaboration with other executive assistants across campus, exhibiting a collegial spirit, exceptional communication skills, the ability to problem solve, flexibility to change with rapidly evolving situations and a genuine commitment to excellence. The Executive Assistant shall make recommendations on process improvement and other improvements whenever possible.


Public Relations (10%):

The Executive Assistant represents the Vice Presidents and the teams by welcoming and meeting with internal and external visitors, setting visitor agendas, organizing campus tours, coordinating catering, and arranging visitor accommodation as needed. In collaboration with senior leaders, the Executive Assistant coordinates events such as staff training, Campus events requiring Finance and Human Resources representation, Board events, Wellness Events, Benefits Fair, etc.


Records Management (10%):

The Executive Assistant is responsible for handling the Vice Presidents and Finance and Human Resource team's records. The Executive Assistant will maintain and organize records and reports electronically and, if needed, in paper form so that they are easily found and retrieved by members of the departments as appropriate. The Executive Assistant shall ensure that records under his/her purview and the records more broadly are maintained in a way that meets legal, financial and administrative requirements of Arcadia University.


Staff Management (10%):

The Executive Assistant is responsible for hiring, supervising, and training student workers within the departments. The Executive Assistant works with the student workers to establish clear responsibilities for the position and provides support, mentoring, guidance, and professional development.


Special Projects (10%):

The Executive Assistant assists with special projects such as conducting research and data collection on internal initiatives and preparing initial drafts of committee and board presentations. The Executive Assistant is also responsible for drafting contributions to publications, on-line resources, and newsletters as needed, and keeping the Finance and HR websites up to date.


University Representation, Committees, and Professional Development (10%):

The Executive Assistant will liaise with other offices on campus and externally and will represent the Vice Presidents at internal or external meetings as needed. The Executive Assistant may also be asked to represent the departments on campus-wide committees.


In collaboration with the Vice President's, the Executive Assistant shall develop a professional development plan that ensures s/he continues to update his or her knowledge and grow in his or her work.


Marginal Functions

  • Provide back-up support and assistance as necessary for Finance and Human Resources staff which might include audit preparation, benefits open enrollment and data management. Perform other duties as assigned.

Supervision:

Received: This position reports to the Vice Presidents of Administration & Finance and Human Resources.

Given: This position is responsible for supervising student workers.


Required Knowledge, Skills and Abilities:

  • Must have excellent written, communication, proof-reading, editing, and organizational/project management skills.

  • Must be self-directed, with high levels of productivity and commitment to excellence

  • Must have highly developed interpersonal skills and be able to handle complex issues simultaneously.

  • Must have demonstrated ability to exercise excellent judgment and decision-making with confidential, time sensitive, or urgent tasks.

  • Must have the ability to build relationships with a variety of constituents.

  • Must be willing to learn new technology and be willing to gain competency across a variety of office technology systems.


Minimum Qualifications:

  • Bachelor's degree or an Associate's degree with equivalent work experience.

  • Minimum of five years' administrative experience in a professional or university setting. Greater than five years of relevant administrative experience preferred.

  • Advanced knowledge of Microsoft Office and Google suites

  • Absolute confidentiality and discretion with sensitive materials


Other Requirement:

  • Early morning, evening, and weekend work occasionally required

Arcadia University requires all employees to be fully vaccinated with a COVID-19 vaccine by your employment start date. Arcadia will consider requests for exemptions from the vaccination policy due to medical condition or religious belief. You will be required to provide proof of vaccination at the time of hire and/or on your first day of employment. Our vaccination protocols are subject to applicable laws and will be updated from time to time to reflect evolving conditions and federal, state, local, and other applicable health and safety guidelines.

Arcadia University
  • Apply Now

    with our quick 3 minute Application!

  • * Fields Are Required

    What is your full name?

    How can we contact you?

  • Sign Up For Job Alerts!

  • Follow Jobs:
  • Follow Our Jobs On Facebook
  • Share This Page
.
logo my arcadia news feedback alumni support arcadia academics admissions global life at arcadia the university