Executive Assistant to the President

ROLE OVERVIEW

The Pontifical Faculty of the Immaculate Conception is a Catholic graduate school and seminary, serving Dominican friars, other religious, seminarians, and priests, as well as lay students. The Thomistic Institute is also part of the PFIC. As a pontifical faculty, the PFIC is a special ecclesiastical institution approved by the Holy See. As Executive Assistant, you'll provide dedicated, professional support to the President, ensuring that executive time, attention, and energy can remain focused on the mission, academic leadership, and institutional responsibilities of the Pontifical Faculty. You'll report directly to the President. This is an onsite role and your daily presence at the office is core to how you'll support the President, build relationships, anticipate needs, and be part of the institutional community. The PFIC is located in the Dominican House of Studies, close to the Basilica of the National Shrine of the Immaculate Conception and the Catholic University of America. **This isn't an entry-level role. Prior experience with executive/administrative support is strongly preferred.** Good judgment and discretion are critical. The role is a good fit for a proactive, highly organized individual who takes real ownership over the details of a fast-moving executive's day-to-day, derives energy from triaging tasks and getting things across the finish line, and who finds genuine satisfaction in enabling someone else's effectiveness and being a key part of the operating infrastructure of an organization.

WHAT YOU'LL DO

Presidential Support

• Manage the President's personal schedule and calendar, including proactive conflict prevention.
• Draft correspondence, meeting requests, and responses to speaking invitations on behalf of the President; monitor their email for action items and flag time-sensitive matters.
• Process and code the President's expenses and receipts (e.g., in Expensify), maintaining accurate tracking of travel, hospitality, and related costs.
• Coordinate the President's travel, including flights, hotels, and ground transportation.
• Handle physical signature requirements and outbound mail processing per the President's direction.
• Serve as the point of coordination for internal meeting requests with the President and act as a channel for staff to route high-priority needs, decisions, and time-sensitive items to the President, helping ensure they reach him promptly and are appropriately prioritized.
• Prepare briefing materials and agendas for the President's internal and external meetings; as appropriate, sit in on meetings, prepare summary minutes, and follow up on action items.
• Manage the President's personal files and records, and handle research and document requests in support of their work.
• Coordinate the President's speaking engagements and conference logistics.
• Serve as a welcoming and professional point of contact for the President's visitors and guests.
• Provide day-of support and respond to ad hoc requests in support of the President's priorities.

WHO YOU ARE

Strengths and Temperament

• You're comfortable reacting and adapting; you don't need a pre-set plan or long runway to feel oriented, and you can build order out of a live stream of shifting asks and priorities.
• You're even-keeled, patient, and low-ego, energized by a brisk working rhythm and by being the source of order in someone else's fast-moving day.
• You view task triage, calendar accuracy, correspondence, and follow-through as core to the role.
• You understand that this role's impact is measured not by personal visibility, but by how well the President is freed to focus on executive leadership priorities.
• You're discreet and trustworthy with sensitive information and correspondence.
• You're self-directed and resourceful, comfortable bringing structure to the role rather than expecting it from above.

Qualifications

• As a representative of the Dominican Province of St. Joseph and the PFIC, applicants must be practicing Catholics in good standing who assent to and profess the Catholic faith in its entirety as presented in the Catechism of the Catholic Church.
• Bachelor's degree preferred.
• Prior experience in an executive support, administrative, or operational role strongly preferred.
• Proficiency with Microsoft Office; proficiency in or willingness to learn Google Workspace tools and Mac Operating System (MacOS).
• Prior experience in a higher education, nonprofit, or faith-based institutional setting is valuable but not required.

COMPENSATION AND BENEFITS

• This is a full-time, salaried role with health benefits, a 403B retirement plan, and potential for growth over time.
• In addition to 2 weeks of paid vacation and public holidays, the PFIC provides paid leave for select Catholic Solemnities (e.g., St. Joseph's Day, the Triduum) and an extended Christmas Break in line with the PFIC academic year calendar.