Executive Assistant to the Provost and Dean of Faculty

Job Description

Typical Schedule: M-F 8am - 5pm. Occasional evenings or weekends may be necessary to support academic events.

Purpose: The Executive Assistant to the Provost and Dean of Faculty provides advanced executive-level administrative and operational support. This position serves as a key liaison between Academic Affairs and all campus constituencies-including faculty, staff, students, and external partners-and ensures the efficient coordination of the Provost and Dean's offices. The ideal candidate is a highly organized, detail-oriented professional with excellent judgment, discretion, and the ability to manage complex priorities in a dynamic academic environment.

Essential Job Duties:
Administrative and Executive Support.
Provide comprehensive administrative support to the Provost and Dean of Faculty, including calendar management, scheduling, correspondence, and travel coordination.
Prepare and edit letters, reports, meeting agendas, minutes, and confidential documents with accuracy and professionalism.
Manage office communications and act as the primary point of contact for internal and external inquiries. Handle incoming communications, including telephone, emails, and mail for the provost's office.
Coordinate logistics and documentation for academic committees, accreditation visits, and strategic initiatives.
Maintain confidential files and records, adhering to college policies and expectations.
Other administrative and executive support to the Provost and Dean of Faculty.

Academic Operations
Support faculty hiring and onboarding processes, contract tracking, and annual review cycles.
Assist with academic budget preparation, tracking, purchasing, reimbursements, and financial tracking for Academic Affairs.
Coordinate committee meetings, faculty meetings, events, workshops, faculty development activities, as requested by the Provost and Dean.
Provide support in other academic operations as requested by the Provost and Dean of Faculty

Project Management and Institutional Coordination
Assist in implementation of strategic academic initiatives, assessment projects, and institutional reporting.
Serve as liaison with offices such as Human Resources, Development, and Student Life as well as between the Provost/Dean's office, faculty, staff, students, and external contacts.
Draft and manage internal communications for the Provost and Dean of Faculty.
Other project management and institutional coordination responsibilities

Minimum Education, Skills, and Ability:
Bachelor's degree required; advanced coursework or training in administration, communications, or a related field preferred.
Some administrative experience, preferably in a higher education environment, supporting administrators or academic leadership.
Demonstrated ability to exercise discretion, maintain confidentiality, and handle sensitive information with integrity.
Exceptional written, verbal, and interpersonal communication skills.
Proven capacity to manage multiple projects, deadlines, and stakeholders simultaneously.
Familiarity or comfort with the Catholic liberal arts college ethos and mission is a plus.
Technical Skills and Competencies
Office and Communication Tools: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace; experience with Adobe Acrobat, and electronic signature platforms (e.g., Docusign).
Data Management: Ability to create and manage spreadsheets, databases, and reports; familiarity with survey or form tools (e.g. Microsoft Forms, etc.).
Document and Web Management: Skilled in document formatting, proofreading, version control, and basic website content updates (SharePoint, or similar).
Event Coordination and Scheduling Software: Experience with Microsoft Teams and Zoom, and scheduling tools such as Outlook shared calendars.

Preferred Qualifications
Experience supporting academic leadership (Provost, Dean, or Department Chairs) in a college or university setting.
Knowledge of academic governance structures, faculty affairs, and accreditation processes.
Experience coordinating or tracking academic budgets and grants.
Strong project management skills.

About the Employer

The Mission of Holy Cross College is to educate and form global citizens with the competence to see and the courage to act. Holy Cross is a Catholic college that advances the apostolic mission of the Brothers of Holy Cross. Our practical, experiential, liberal arts curriculum applies timeless truths to contemporary life and leads people to wholeness in the image of Christ.