Executive Assistant, Legal Affairs

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Executive Assistant, Legal Affairs

Xavier University seeks a highly organized, proactive, and detail-oriented Executive Assistant to the provide a high-level administrative and operational support to the Vice President for Legal Affairs, while coordinating key administrative functions for the Directors of Government Relations and the Compliance, Equity, and Ethics Department.

Serving as the central administrative hub for these functions, the Executive Assistant manages executive calendars, coordinates meetings and travel, prepares correspondence and briefing materials, oversees office budgets and records, and supports Board of Trustees committee activities. The role also assists with government relations tracking and reporting, campus safety and compliance committee coordination, and departmental systems administration, including Legal Affairs website and EthicsPoint hotline.

The successful candidate will demonstrate sound judgment, exceptional organizational and communication skills, initiative, and ability to manage competing priorities while maintaining strict confidentiality. This position regularly handles sensitive legal, personnel, regulatory, campus safety, crisis response, and public policy matters and requires a high degree of professionalism, discretion, and attention to detail.

Key Responsibilities includes but not limited to:

Executive Support and Office Operations

• Manage executive calendars, schedule meetings, and coordinate travel, and prepare agendas, briefing materials, and presentations.
• Draft correspondence, maintain confidential records and electronic filing systems, and ensure timely, professional communication.
• Coordinate Board of Trustees committee activities, meeting materials, and follow-up tasks.
• Monitor departmental budgets, prepare financial and travel expense reports, and oversee office supplies and equipment.
• Supervise student employees and coordinate special projects and administrative priorities.

Government Relations and Compliance, Equity & Ethics Support

• Track legislative sessions, government deadlines, political visits, and related government relations activities.
• Coordinate meeting and government official, civic partners, and higher education organizations.
• Assist with lobbying reports, ethics filings, and required documentation.
• Support campus safety, ADA, civil rights, risk management, business continuity, and emergency planning committee, including meeting coordination and records management.
• Promptly escalate urgent campus safety, compliance, and regulatory inquiries to the appropriate director.

Departmental Administration and Systems Support

• Coordinate updates and maintenance of the Legal Affairs website in collaboration with Marketing and Communications.
• Administer EthicsPoint user access, permissions, and account support.
• Manage routine hotline communications and case status in accordance with established procedures.
• Maintain accurate departmental records and support office systems and operational processes.

Required Qualifications

• High school diploma or equivalent.
• Three to five years of relevant administrative, executive support, or office management experience.
• Demonstrated ability to manage calendars, coordinate meetings and travel, prepare correspondence and organize complex administrative activities.
• Strong written and verbal communication skills, with the ability to interact professionally with individuals at all levels of an organization.
• Excellent organizational skills, attention to detail, and the ability to manage multiple priorities and meet deadlines.
• Proven ability to exercise sound judgment and maintain strict confidentiality when handling sensitive information.
• Ability to work independently, anticipate needs, solve problems, and collaborate effectively across departments.

To ensure consideration, qualified/interested applicants must submit a cover letter and resume on Xavier University's website.

Applications will be reviewed immediately and will be accepted until the position closes at the University’s discretion.

Candidates selected for the final stages of the interview process will be asked to provide the names and contact information of three professional references.

Xavier University is part of the 500-year-old Jesuit Catholic tradition of academic excellence in the liberal arts. Guided by our mission and values, we welcome and support members from diverse backgrounds and life experiences. We unreservedly commit to open and free inquiry, deliberately seek out multiple perspectives, and create a campus where everyone feels a sense of belonging. Our campus is located in the vibrant and thriving city of Cincinnati, which has an array of neighborhoods and activities to suit many interests.

Benefits - applies only to full-time positions:

Xavier University offers a wide array of complementary and affordable benefit options to meet the financial, educational, health, and wellness needs of you and your family. Eligibility varies by position and employment class:

• Comprehensive insurance plans including medical, dental, vision and prescription coverage.
• Tax advantaged accounts including health savings accounts, flexible spending accounts, and dependent care account.
• Financial security via life and long-term disability insurance, accident and illness insurance, and retirement savings plans.
• Generous paid time off work options including vacation, sick leave and holidays.
• Tuition remission for employees and their eligible dependents.