Senior Executive Coordinator

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin, and physical ability. Seattle University strives to be a welcome, open, and safe campus climate for all who learn, live, and work here.

About the Role

This position provides senior-level administrative support to the Provost (75%) and assists with special projects and campus-wide initiatives (25%). The role requires diplomacy, tact, and discretion due to the confidentiality and sensitivity of work in the Office of the Provost.

Responsibilities

• Manage the Provost’s calendar, travel details, and incoming external calls, ensuring sufficient desk time and time for meetings and events.
• Manage a busy inbox as directed by the Provost; communicate with internal and external constituents, drafting responses to correspondence where appropriate.
• Coordinate meeting and event logistics, including room reservations, A/V, technical support, and catering.
• Support the Deans Council, Board of Trustees Academic and Student Affairs Committee, and other committees and working groups by scheduling meetings, taking minutes or notes, and maintaining electronic records.
• Support Office of the Provost events such as Commencement, convocations, and associated events.
• Submit, track, and reconcile expenditures; process invoices, requisitions, reimbursements, and payments for the Office.
• Facilitate workflow for contract review and approval.
• Courteously and efficiently route customer service issues addressed to the Provost and/or the Office in accordance with established protocols.
• Work closely with University Advancement staff on donor-related events.
• Partner with the President, Senior Leaders, Deans, and their office staff on all business needs.
• Perform a broad range of administrative tasks for the Provost, Chief of Staff, Director of Special Projects and Office Administration, the Office, and the division.
• Collaborate with staff across campus to advance the initiatives of the Office.
• Complete tasks associated with special projects as assigned by the Provost, Chief of Staff, and Director of Special Projects and Office Administration.
• Perform related duties as necessary to support the Office and other duties as assigned.

Critical Success Factors

• Confidentiality and sensitivity in handling work for the Office of the Provost, requiring diplomacy, tact, and discretion.
• Courteous and efficient handling of all contacts, including visitors, phone calls, and customer service issues.
• Ability to receive work from executive staff and senior-level administrators, often with little or no instructions or established practices.
• Comfort exercising independence and making judicious decisions based on thorough knowledge of functional area policies and procedures.

Requirements

• Bachelor’s degree required.
• Five years of experience providing successful senior-level administrative support.
• Strong and positive customer service experience within a highly visible business office, including phone, written, and personal contact.
• Experience working efficiently in a busy office with frequent interruptions.
• Demonstrated ability to multi-task and prioritize projects.
• Strong organizational and planning skills.
• Experience with event planning.
• Excellent verbal and written communication skills, including experience preparing, reviewing, editing, and disseminating financial information.
• Advanced knowledge of all Microsoft Office products.
• Ability to quickly learn new systems and adapt to existing practices while identifying efficiencies.
• Reliability, confidentiality, and attention to detail.
• Positive attitude and willingness to pitch in as needed.

Preferred Qualifications

• Master’s degree.
• Experience supporting a C-level executive or senior administrator.
• Knowledge and experience in higher education.
• Thorough knowledge of a university’s organization and operation.
• Experience with project management.

Core Competencies

• Effective Team Collaboration: Works harmoniously with others toward a common goal, leveraging individual strengths to achieve shared objectives.
• Emotionally Intelligent Communication: Engages in skillful exchange of information, thoughts, and feelings, verbally and non-verbally.
• Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.
• Flexibility and Innovation: Embraces change, approaches problems with curiosity and adaptability, and is committed to making a positive impact.
• Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.
• Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Pay

$70,000 - $78,000. Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as qualifications, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Benefits

• Generous leave, including vacation, paid sick leave, and paid community service leave.
• Holiday schedule, including a paid Holiday break closure in December.
• Three medical plan options, dental, and vision insurance programs.
• Life, short-term, and long-term disability coverage.
• Retirement benefits with up to a 10% employer contribution (5% nonelective employer contribution plus a dollar-for-dollar match of voluntary contributions up to 5%).
• 100% paid tuition benefits for the employee and dependents.
• Subsidized transportation benefit.
• Wellness program with free access to an onsite fitness facility.
• Hybrid work opportunity for eligible positions after a 3-6 month introductory period (this role is designated as on-site and is not eligible for hybrid work).

Schedule

Full-time, 12 months per year. Onsite in Seattle.