Executive Assistant to the Vice President for Institutional Advancement

Executive Assistant to the Vice President for Institutional Advancement

Print

Apply

Executive Assistant to the Vice President for Institutional Advancement

Salary

$24.76 - $29.09 Hourly

Location

College of Saint Benedict/Saint John's University - St. Joseph, MN

Job Type

Non-Exempt, Administrative Staff, FT

Remote Employment

Flexible/Hybrid

Job Number

02293

Department

Institutional Advancement - CSB

Opening Date

11/09/2026

Description

Benefits

• Questions

• Position Summary

• Institutional Advancement at the College of Saint Benedict (CSB) and Saint John’s University (SJU) invites applications for a full-time (1.0 FTE), benefit-eligible position of Executive Assistant to the Vice President for Institutional Advancement.

• The College of Saint Benedict and Saint John’s University are bringing two strong Institutional Advancement (IA) teams together into an integrated division under the leadership of their inaugural joint Vice President for Institutional Advancement. The Executive Assistant to the Vice President (EA) is a central partner in this work: a trusted colleague who helps the Vice President lead with focus and care, keeps the division’s priorities moving, and helps build the shared practices, rhythms, and relationships that will define how one team serves two institutions and their missions.

• The EA manages the Vice President’s calendar, priorities, communications, and office operations; oversees division budgets and administrative processes; works hand in hand with the President’s Office to coordinate presidential engagement in advancement; and serves as a key partner in organizational change management as the division integrates. Working across both campuses, the EA connects colleagues, anticipates needs, and helps new ways of working take hold.

• As the primary liaison between Institutional Advancement and the President’s Office for donor relations, alumni engagement, and presidential development travel, the EA exercises exceptional judgment, discretion, and professionalism. The EA is an ambassador for both institutions, building strong relationships with colleagues, trustees, donors, alumni, and the Benedictine communities of Saint Benedict’s Monastery and Saint John’s Abbey, while maintaining the highest level of confidentiality and trust.

• The normal work schedule for this position is Monday through Friday, 8:00 a.m. to 4:30 p.m. As part of supporting campus programs and events, periodic evening and weekend work is expected. Flexible scheduling and remote work options are available, enabling employees to adjust their hours during the workweek in coordination with their supervisor and departmental needs.

• Why Join Us?

The College of Saint Benedict and Saint John’s University offer a competitive and comprehensive benefits package for full-time employees, including:

• Health, Dental, and Vision Insurance

• 18 Paid Holidays Annually

• Generous Vacation and Sick Leave

• Life and Long-Term Disability Insurance

• Tuition Remission for Eligible Dependents

• Employer Contributions to a Retirement Plan

• Employee Assistance Program with access to free or discounted counseling, legal guidance, financial coaching, and more

• Join a committed team dedicated to safety, community, and service in a supportive and values-driven work environment.

• To learn more about our benefits, visit csbsju.edu/jobs.

• CSB and SJU offer competitive salaries and a comprehensive benefits program (click the benefits tab above the position summary section to view more information). For further information regarding our institutions, visit CSBSJU.

• The posted wage represents CSB and SJU's good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon several factors, including the candidate's experience, qualifications, and skills, and may fall outside of the range indicated.

• Inclusive Excellence

• The College of Saint Benedict and Saint John’s University believe that an excellent liberal arts education requires an understanding and appreciation of cultural differences and that everyone deserves to feel safe and morally valued. To that end, we will challenge our own practices and systems to best meet the needs of our community as we educate students to address the most urgent needs of society. We dedicate ourselves to cultivating an equitable, inclusive community founded on respect for all persons.

Responsibilities

• Executive Partnership and Office Leadership (30%)

• Serve as a trusted partner to the Vice President, anticipating needs, managing priorities, and ensuring follow-through on commitments and decisions.

• Manage the Vice President’s calendar, meetings, donor visits, and development calls, balancing time across both campuses and key constituencies.

• Prepare and coordinate agendas, strategy briefs, correspondence, memoranda, reports, and other communications on behalf of the Vice President.

• Proactively manage communication, respond to internal and external inquiries, and facilitate the timely flow of information among stakeholders.

• Oversee the daily operations of the Office of the Vice President, including office procedures, leave reporting, work standards, and administrative workflows.

• Financial and Operational Administration (25%)

• Assist with monitoring Institutional Advancement budgets, including reporting, reconciliation, and coordination of annual budget planning processes.

• Coordinate departmental financial transactions, including invoices, check requests, and travel reimbursements.

• Exercise delegated authority to sign select documents on behalf of the Vice President.

• Monitor and support compliance with departmental and institutional policies and procedures.

• Integration, Change Management, and Division Communications (20%)

• Partner with the Vice President to plan, coordinate, and implement integration and change management initiatives as two advancement teams become one division.

• Help establish shared processes, standards, and communication rhythms (such as all-staff meetings and retreats) that work for colleagues on both campuses.

• Manage division-wide communications and announcements so staff stay informed, connected, and aligned through a period of change.

• Build and maintain effective working relationships with IA staff, the President’s Office, College and University departments, and leadership of Saint Benedict’s Monastery and Saint John’s Abbey.

• Partnership with the President’s Office and Travel Coordination (20%)

• Serve as the primary liaison between Institutional Advancement and the President’s Office, keeping advancement and presidential priorities, schedules, and information closely aligned.

• Coordinate and prioritize presidential engagement in advancement activities, so the President’s time with donors, alumni, and friends is well planned, well prepared, and connected to campaign and advancement priorities.

• Maintain a close, collaborative working relationship with the Executive Assistant to the President and President’s Office staff, sharing information and coordinating calendars so the Vice President’s and President’s work moves in concert.

• Partner with the Executive Assistant to the President, the Vice President, and Senior Development Officers to plan presidential development visits and travel; gather, prepare, and submit IA briefing materials, purpose statements, and event information so the President is fully prepared for donor and advancement activities.

• Coordinate all travel for the Vice President, including airfare, lodging, ground transportation, and itineraries, and prepare supporting background materials as needed.

• CSB and SJU Boards of Trustees (5%)

• Coordinate the planning, execution, and evaluation of the External Engagement Committees of the Boards of Trustees, including preparing and distributing agendas and materials.

• Partner with the Assistant to the Office of President/Special Projects to maintain committee minutes and official records, ensuring timely documentation and archival compliance.

• Other duties as assigned.

Qualifications

Minimum qualifications:

• Bachelor’s degree or equivalent combination of education and experience.

• Professional office experience, including managing calendars, travel, and multiple concurrent projects.

• Strong organizational and project management skills, with the ability to manage numerous priorities accurately and on time.

• Excellent written and verbal communication skills, and a warm, professional, hospitable presence with colleagues, donors, and guests in both formal and informal settings.

• Sound judgment, maturity, and initiative to make independent decisions; high integrity and the ability to handle