Executive Support Specialist

Job Description

Job Description

Executive Support Specialist

The Executive Support Specialist serves the University of Mary’s Executive Services by providing comprehensive administrative, logistical, and hospitality support that advances the strategic priorities of the University, including Vision 2030 initiatives.

This role supports the daily work of Executive Services through careful coordination of communication, scheduling, meetings, travel, and special projects. The Executive Support Specialist works closely with the Coordinator of Executive Services and executive leadership to ensure operations are carried out with professionalism, efficiency, confidentiality, and a spirit of Benedictine hospitality.

The ideal candidate is highly organized, attentive to detail, service-minded, and comfortable working in a fast-paced, mission-driven executive environment.

Candidates will be invited to demonstrate a willingness to support and promote the Christian, Catholic, and Benedictine mission of the University of Mary.

Benefits Include:

• Retirement benefits with an 8% match
• Medical, Dental, and Vision insurance
• Free or discounted tuition for employees and dependents
• Discounted Meal Plan
• Discounted membership at the campus Wellness Center

Essential Roles and Responsibilities Include:

• Interacts with the University community and visitors in a welcoming and friendly manner that reflects Benedictine hospitality
• Communicates openly and proactively within Executive Services while maintaining strict confidentiality and professional discretion regarding the University’s operations
• Coordinates and manages special projects of Executive Services and Vision 2030 initiatives
• Oversees and manages speaking requests for the leadership of the University, determining availability and travel arrangements in collaboration with the Coordinator of Executive Services
• Leads and manages executive travel operations, overseeing planning, coordination, and real-time adjustments for airfare, lodging, and ground transportation across Executive Services.
• Collaborates with the Coordinator of Executive Services to research and gather background information for Executive Services in preparation for meetings, speaking engagements, and upcoming events, particularly for the Executive Vice President
• Manages and coordinates special meetings and events, such as capital campaign meetings and employee formation seminars, ensuring that appropriate contacts are made and necessary equipment, supplies, and materials are available
• Provides minutes and agendas for meetings, at the request of the Executive Vice President
• Provides support for meetings and activities of the Board of Regents
• Manages and coordinates pilgrimages sponsored by Executive Services (e.g., President’s Club Pilgrimage, High School Rome Pilgrimage)

Desired Minimum Qualifications, Education, and Experience Include:

• Required: Bachelor’s degree
• Required: Minimum of two years of related administrative experience
• Upholds and supports the Christian, Catholic, and Benedictine mission of the University of Mary.
• Supports the ongoing implementation of Ex Corde Ecclesiae, the apostolic constitution on Catholic colleges and universities.
• Builds a culture of ready and earnest hospitality throughout Executive Services and the broader University, in accord with Saint Benedict’s admonition that all be received as Christ.

Knowledge and Skills Required:

• Excellent verbal and written communication skills.
• Strong organizational skills and attentiveness to detail.
• Ability to work both independently and collaboratively as part of a team.
• Demonstrated commitment to exceptional customer service.
• Proficiency with Microsoft Office applications and standard administrative technologies.
• Comfort with technology, electronic data processing, and basic database management.
• Ability to manage multiple priorities and adapt to changing needs.

About the University of Mary
We thank you for your interest in the University of Mary. Founded in 1959 by the Sisters of Annunciation Monastery, the campus overlooks the beautiful Missouri river and is located in Bismarck, North Dakota, a community of approximately 75,000 people, with wonderful family and parish life, friendly neighborhoods, enjoyable recreational and cultural facilities, a low crime rate, clean air, and excellent schools. The University of Mary, with an enrollment of over 3,800 students, is accredited by the Higher Learning Commission of the North Central Association.
For more information on the University of Mary, please watch a short video by clicking on this link:

Review of application materials will begin immediately.  Position will remain open until filled.

To view all of our current openings, please visit our career page at

Equal Opportunity Employer

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