University of St. Thomas

Executive Assistant to the CIO

St. Paul
Dec 19, 2016
Feb 01, 2017
Job Type
Employment Status
Full Time

The University of St. Thomas invites qualified candidates to apply for an Executive Assistant to the CIO withing Information Technology Services (ITS). 

Reporting to the Vice President of ITS, the Executive Assistant performs administrative and office support activities for the ITS department including calendar management, fielding telephone calls, managing email, receiving and directing visitors, drafting communications, and scheduling and coordinating meetings and events. Represents the VP in communications to direct reports and various constituents in a professional, clear and concise manner. This position has access to and regularly works with sensitive information that is highly confidential.

Essential Functions:

  • Manage the Vice President’s calendar for all activities, appointments, meetings and travel.  Make arrangements and coordinate all materials and other necessary details for internal and external meetings, conferences, and special events, including food, agendas, minutes, reports, presentations and memos.  Coordinate travel arrangements as needed.
  • Handles calls and correspondence: highlights dates, conflicts and important information in mail and e-mail; and directs communication to appropriate department if necessary. Handles mail on own initiative. Serves as receptionist: meets visitors, directs elsewhere if appropriate.
  • Remain current with and use ITS procedures for designated systems of record for ticket reporting, data and documentation tools, communication guidelines.  Remain current with technology trends.
  • Other duties as assigned.

This is a full-time, benefits eligible position. The University of St. Thomas offers a competitive and comprehensive benefits program, which includes medical, dental, vision, life, long-term care, legal, and disability insurance coverages. Offerings also include retirement plans, flexible spending accounts, a health savings account, and an employee assistance program. The University provides tuition remission to its employees, spouses, and dependents. In addition, the University values a healthy work/life balance and has generous provisions for paid time off.


Minimum qualifications: High school education or equivalent and five years of administrative support experience to managerial staff.  An equivalent combination of education and experience may be substituted.

Preferred qualifications:  Bachelor’s degree and/or previous higher education experience preferred; and prior experience working in a technology department.

Knowledge of:  Office administrative and secretarial practices and procedures, such as business letter writing and the operation of common office equipment, including computer applications related to the work; Advanced level skills in word processing, spreadsheet applications, database management, time management and web navigation and maintenance; record keeping, report preparation, filing methods and records management techniques; correct English usage, including spelling, grammar, punctuation, and vocabulary; standard business arithmetic, including percentages and decimals; basic organization and function of educational institutions; basic budgeting and financial record keeping principles and practices; the ability to perform technical, specialized, complex, difficult or basic technical office support work; analyze and resolved varied office administrative problems; use of independent judgment within established procedural guidelines; ability to compose correspondence independently or from brief instruction; organize own work, set priorities, and meet critical deadlines; ability to deal successfully with the public in person and over the telephone.

Skill in:  Providing varied, responsible, and often confidential secretarial and office administrative assistance to an executive and high-level administrative staff; planning, directing, reviewing and evaluating the work of assigned staff and instructing staff in work procedures; interpreting, applying and explaining complex policies and procedures; using tact, discretion, initiative and independent judgment within established guidelines; ability to work well with others in a setting of shared responsibility;  maintaining confidentiality; analyzing and resolving office administrative situations and problems; researching, compiling, and summarizing a variety of informational materials; ability to handle multiple competing tasks and priorities; ability to be resourceful and meet tight deadlines and expectations; ability to exercise independent judgment to plan, prioritize and execute diverse workloads; composing correspondence independently or from brief instructions; accurate and exceptional ability to perform edits for spelling, punctuation, and grammatical errors; establishing and maintaining effective working relationships with those contacted in the course of the work; organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction;  contributing effectively to the accomplishment of team or work unit goals, objectives and activities. High level of interpersonal, coordinating, organizing and communication skills.

Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good.  The successful candidate will possess a commitment to the ideals of this mission statement.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires successful completion of a background screening.

The University of St. Thomas, Minnesota Human Resources Department advertises the official job listing on its website. If you are viewing this posting from a site other than “Jobs at St. Thomas”, the University assumes no responsibility for the accuracy of information.

The University of St. Thomas is an Equal Opportunity Employer

Special Instructions to Candidates:

Applicants will be asked to upload a resume to their profile and copy/paste a cover letter into the application.

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