Senior Administrative Assistant at Seattle University in First Hill

Job description

Months Per Year: 12 Work Model: Onsite 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 at Seattle University. Seattle University's Core Competencies Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives. Emotionally Intelligent Communication: Engages in a 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, approaching problems with curiosity 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. Position Description: Seattle University is seeking an experienced Administrative Assistant to join the Office of the Global Engagement. The Office of Global Engagement’s mission is to foster international partnerships, support engagement through global grants, and move forward with the Global Jesuit Initiatives in Latin America, Asia Pacific and South Asia. As Sr. Administrative Assistant, you will support the work of the Associate Vice Provost for Global Engagement and the Associate Vice Provost for Global Academic Programs by scheduling and staffing meetings, coordinating projects, arranging travel for international visitors, preparing reports and correspondence, and managing files. The ideal candidate is a dynamic professional who can handle confidential matters with professionalism, work with a positive and solutions-oriented mindset, and demonstrate strong judgment, tact, and diplomacy. Support for the Associate Vice Provosts (50%) Manage calendars and incoming external calls for the Associate Vice Provosts, ensuring sufficient work time and time for meetings and events. Coordinate travel arrangements and itineraries. Assist with emails as directed. Communicate with internal and external constituents, drafting responses to correspondence, where appropriate. Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office. Work in partnership with the Provost, Senior Vice Provosts, Vice Provosts, and Deans, and their office staff on all business needs. Support for the Office of Global Engagement (30%) Manage meeting and event logistics, including distribution of materials, room reservations, A/V, technical support, and catering. Prepare meeting minutes. Coordinate travel arrangements and itineraries for visiting international scholars and guests. Maintain email distribution lists and partnership databases. Prepare correspondence, newsletters, the annual report, and other documents. Manage the Office of Global Engagement files and SharePoint website. Support the Global Jesuit Initiatives as directed by the Special Assistant to the Provost for Strategic Initiatives. Support for the Center for Language and International Communication (CLIC) (20%) Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office. Maintain