Senior Executive Administrative Assistant

Company Description

The University of Notre Dame is more than a workplace; it is a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description

Reporting to the Director of Executive Office Operations, the Senior Executive Administrative Assistant provides high-level executive and administrative support to the Vice President for Research (VPR). This role coordinates executive priorities, scheduling, communications, meetings, and engagements in a fast-paced, highly visible environment.

Serving as a key liaison among the VPR, university leadership, faculty, staff, donors, and internal and external stakeholders, the Senior Executive Administrative Assistant ensures effective communication, thoughtful preparation, and timely follow-through on executive priorities. The position also supports executive office operations, programs, events, and special projects in collaboration with Notre Dame Research (NDR) leadership and campus partners.

The ideal candidate demonstrates exceptional organizational skills, professionalism, sound judgment, discretion, and the ability to manage competing priorities while maintaining confidentiality and attention to detail.

Key responsibilities:

• Manage the VPR’s calendar, appointments, travel arrangements, correspondence, and daily priorities. Anticipate needs, prepare briefing materials, and ensure readiness for meetings and engagements.
• Serve as a primary point of contact for the VPR’s office, coordinating communications with senior university leaders, faculty, staff, donors, and external partners. Exercise professionalism, discretion, and sound judgment when handling sensitive information.
• Plan and coordinate executive meetings, leadership discussions, and special engagements. Prepare agendas and materials, document action items as appropriate, and ensure timely follow-up and completion of commitments.
• Support the daily operations of the VPR’s office by improving administrative processes, maintaining organized records, and facilitating communication and coordination across NDR and campus partners.
• Assist with executive office programs, events, and strategic initiatives, coordinating logistics, tracking deliverables, and supporting successful execution.
• Monitor deadlines, manage competing requests, identify emerging needs, and proactively address issues to keep executive priorities moving forward.

Qualifications

• High school diploma or GED.
• 5+ years of relevant professional experience.
• Experience providing executive-level administrative support and coordination.

Preferred Qualifications:

• Experience supporting senior executives in a complex organization or higher education environment.
• Experience coordinating executive meetings, travel, events, and special projects.

Required Skills and Abilities:

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Sound judgment and the ability to handle confidential and sensitive information with discretion.
• Demonstrated ability to prioritize, solve problems proactively, and manage competing priorities and deadlines.
• Strong relationship management skills and the ability to interact professionally with senior leaders and diverse stakeholders.
• Proficiency with standard software programs, including Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.

Additional Information

Salary up to $65,000, commensurate with experience.

Applications due by 11/4/2026

The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.

Division: Vice President of Research

Job Subfamily: Advisory Operations - UO006

Unit: NDR - Notre Dame Research - 43300

Career Stream / Level: NIC3

Job Family: University Operations