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Executive Administrative Associate to the Executive Vice President for Business and Administrative Services

University of Dayton Research Institute
Dayton, OH
Position Summary

Are you an experienced administrative professional seeking an opportunity to advance your career and work within a dynamic work environment? Then consider our Executive Administrative Associate role, positioned at the heart of the operations of the University and supporting our Executive Vice President for Business and Administrative Services. We are actively seeking a candidate who is comfortable working with c-suite level executives, has strong attention to detail, great communication skills, experience taking meeting minutes, and has the ability to work independently.

Reporting directly to the Executive Vice President for Business and Administrative Services (EVP), the Executive Associate performs advanced, diversified and confidential administrative duties requiring independent judgment and analytical skills to make decisions. The position facilitates and oversees the daily operations of the EVPs Office, including, but not limited to, serving as the primary point of contact between the office and the rest of the University community, Trustees, and external stakeholders; facilitating logistics and other work for the committees on which the EVP serves or manages; collaborating with the Office of the President, Office of the Provost, and other Vice Presidents in support of various University initiatives; holding accountability for the processing of all confidential and sensitive matters related to the EVP.

The Administrative Associate has a critical role in supporting the EVP's broad responsibilities relative to the Board of Trustees, including agenda and meeting preparation, taking of board committee meeting minutes and frequent communications with trustees. The Administrative Associate provides limited administrative support to the Assistant Vice President and Controller and Assistant Vice President and Treasurer. This position independently manages the office's budget, allocates funds from the EVP's budget for vendor invoices, and is responsible for the proper usage and monthly auditing of the department's expenses. The Administrative Associate is responsible for the hiring and management of student workers that support delegation of non-confidential office tasks.

Minimum Qualifications

  • Bachelor's degree, or in lieu of a degree, a minimum of seven (7) years executive level office experience;
  • Extensive knowledge and proven independent proficiency with Microsoft Office and Google applications;
  • Strong attention to detail;
  • Experience scheduling meetings and managing calendars;
  • Proven ability to work under pressure and use critical thinking to prioritize and meet deadlines;
  • Must possess excellent written and verbal communications skills;
  • Ability to work independently, with minimal supervision, and to maintain an extremely high level of confidentiality;
  • Must exercise independent judgement and discretion in all business matters on a daily basis.

Preferred Qualifications

While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:

  • Experience working for an institution of higher education;
  • Experience supporting institutional executive leadership;
  • Proven ability using independent judgement, problem solving, and analytical skills to make decisions that impact greater organizations, selecting appropriate processes and procedures, and recommending and implementing new practices;
  • Experience providing support for board of trustee meeting activities, including developing presentations and taking meeting minutes;
  • Experience processing payments, ordering supplies;
  • Demonstrated experience managing a budget for a larger organization

Special Instructions To Applicants

To apply please submit a cover letter addressing each minimum qualification and any applicable preferred qualifications that you meet.

Applicants must be currently authorized to work in the United States on a full-time basis. The University does not provide work visa sponsorship for this position.

Closing Statement

Informed by its Catholic and Marianist mission, the University is committed to the dignity of every human being. Informed by this commitment, we seek to increase diversity in all of its forms, achieve fair outcomes, and model inclusion across our campus community. The University is committed to policies of affirmative action designed to increase the employment opportunities of individuals with disabilities and protected veterans in compliance with the Rehabilitation Act of 1973 and Vietnam Era Veterans' Readjustment Assistance Act of 1973.
Posted 2025-09-26

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