Senior Administrative Assistant - Office of the Provost

Responsibilities

The Senior Administrative Assistant provides high-level confidential support to the Provost and Chief Academic Officer, managing complex calendars and facilitating communication with university leadership. The role also involves coordinating administrative operations, supporting committee activities, and assisting with institutional events and accreditation processes.

Requirements

Candidates must possess a bachelor's degree and at least five years of experience providing administrative support to an executive senior leader. Proficiency in Microsoft Office systems and strong organizational, communication, and problem-solving skills are required.

Skills

• Administrative support
• Calendar management
• Executive support
• Communication
• Project management
• Strategic planning
• Budget operations
• Microsoft Office
• Workday
• Data analysis
• Critical thinking
• Diplomacy
• Problem-solving
• Time management
• Customer service
• Record keeping

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• FSA
• HSA
• Employee assistance program
• Life insurance
• Short-term disability
• Long-term disability
• 403(b) retirement plan
• Financial planning
• Identity theft protection
• Pet insurance
• Tuition remission
• Paid time off

About this role

At Marymount University, we believe meaningful work happens when talented people come together with shared purpose. We serve not only our students—but one another—creating a culture where teamwork, adaptability, and resilience are part of everyday practice,

Located in Arlington, Virginia, just minutes from Washington, D.C., Marymount offers a dynamic and forward-looking environment where innovation is encouraged and flexibility is valued. We understand that higher education is evolving, and we embrace change with creativity, responsiveness, and a solutions-oriented mindset.

Our faculty and staff thrive in a community that prioritizes communication, cross-functional collaboration, and service-driven leadership. Whether working directly with students or supporting them behind the scenes, every role contributes to a shared mission: helping students grow, succeed, and lead with purpose and confidence.

Marymount University seeks a highly organized, proactive, and service-oriented Senior Administrative Assistant to provide confidential administrative support to the Provost and Chief Academic Officer (CAO) and the Office of the Provost.

This position plays a key role in supporting the day-to-day operations of the Provost and CAO's office, coordinating complex calendars and meetings, facilitating communication with University leaders and external stakeholders, and ensuring that important administrative priorities are handled efficiently, effectively and confidentially.

The Senior Administrative Assistant will work closely with the Provost and CAO and their direct reports, Vice Provost, University administrators and senior staff leaders, Board of Trustees members and their assistants, faculty, staff, and external partners. The successful candidate will demonstrate exceptional judgment, professionalism, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced university environment.

Job Responsibilities:

Support the Provost and Chief Academic Officer (CAO)
Manage and coordinate the extensive calendar and meeting schedule for the Provost and CAO, ensuring recurring meetings and critical commitments are scheduled and completed in a timely manner
Be punctual, dependable, and committed to a high quality of work
Excellent personal time management skills as well as the ability to manage multiple other calendars for executives simultaneously
Anticipate meeting needs and coordinate with University offices to gather materials and complete advance work
Track and follow up on action items resulting from meetings
Provide administrative support for the Board of Trustees' Academic Affairs Committee and related working groups
Collect, compile, and analyze complex information requests
Communication and media work
Assist with the University's Academic Policy, Budget and Planning (APBP) Committee and provide administrative support to the Provost who chairs this committee
Prepare memos, correspondence, and other materials for review and signature by the Provost and CAO
Maintain and update distribution lists, email lists, committee records, and related documents
Communicate and distribute information on behalf of the Provost and CAO
Coordinate travel arrangements for the Provost and CAO
Maintain Academic Affairs and University Committees' records on an annual basis
Support institutional accreditation processes and provide administrative oversight and leadership on assigned accreditation duties
Perform other administrative duties in support of the Provost and CAO as assigned
Support the Provost by communicating and/or interpreting policy, decisions, and documents issued by external entities

Support the Office of the Provost
Serve as the welcoming first point of contact for visitors to the Office of the Provost
Coordinate meeting schedules and calendars for the Vice Provost to align with the Provost's calendar and strategic priorities
Proactively identify opportunities to improve the quality, efficiency, responsiveness, and effectiveness of administrative services provided by the Provost and CAO team
Schedule and coordinate use of conference rooms & coordinate standing meetings
Arrange meeting room setups, catering, supplies, technology, and other logistical needs
Prepare official communications from the Provost to internal and external constituents
Serve as a Buyer in Workday for the Office of the Provost
Reconcile Provost Area purchasing cards in Workday
Maintain office supplies and place orders as needed
Prepare and distribute communications and memos on behalf of members of the Office of the Provost and others conducting business within the Provost Area
Update Office of the Provost webpages as needed
Support hiring activities in Academic Affairs such as coordinating position postings, interview and hiring processes and onboarding support of new employees
Perform other duties in support of the Office of the Provost as assigned
Support Academic Affairs budget operations and planning including coordination with the Senior Director of Academic Financial Affairs

Activity and Event Collaboration
Support faculty recognition activities associated with the University's Faculty Convocation event each fall as well as recognition events for special occasions
Collaborate on special projects and University initiatives assigned
Support annual institutional recognition ceremonies such as Commencement, Doctoral Hooding, Nursing Pinning and Honors ceremony activities by planning and assisting the Provost’s engagement in such events including schedule coordination, speech preparation with Communications office and logistical support. This will require occasional availability on weekends and evenings
Support the Provosts engagement at other key institutional events such as admissions, orientation, Homecoming and community engagement events
Required Qualifications:
Bachelor's degree required
At least 5 years of experience providing administrative support to an executive senior leader, or ...

About Marymount University

Higher Education · 51-200 employees · headquartered in Arlington, Virginia · founded 2020