Executive Assistant to the Chief of Staff and VP for Strategy and Effectiveness

Executive Assistant

Join our vibrant community of dedicated faculty and staff who work to create a transformative educational experience rooted in faith, reason, and justice.

Eastern University is a nationally-recognized Christian university enrolling approximately 9,000 students in a wide array of undergraduate, graduate, professional, and seminary programs. The university's main campus is located in St. Davids, PA, with many programs also offered online. Eastern's core values of Faith, Reason, and Justice are woven into all of its educational offerings. Through dynamic programs, a vibrant campus community, and meaningful service learning opportunities, Eastern University is committed to providing students with transformative, accessible, and affordable education.

Position Responsibilities

Advanced Executive Operations, AI, & Workflow Automation

• Strategic Foresight & Workflow Design: Anticipate, analyze, and coordinate the administrative demands of the Office of the Chief of Staff/Vice President. Design, implement, and continuously optimize office systems, procedures, digital schedules, and workflows.
• AI-Driven Efficiency: Integrate emerging AI tools and automation platforms to maximize operational efficiency.
• Calendar & Meeting Management: Manage the Chief of Staff/Vice President's complex calendar and coordinate seamless meeting logistics, amenities, and technology setups for both on- and off-campus engagements.
• External Affairs Support: Assist the Chief of Staff/Vice President with high-level institutional responsibilities and strategic initiatives they assume outside the University.
• Student Workforce Management: Hire, supervise, train, and mentor student workers, fostering a tech-forward and professional office environment.

Strategic Communication, Governance, & Information Flow

• Comprehensive Administrative Support: Deliver high-level administrative execution, including meticulous record-keeping, multi-channel electronic file maintenance, and precise electronic communications.
• Executive Triaging & Representation: Serve as the initial point of contact for inquiries to the Office of the Chief of Staff/Vice President. Regularly represent the office with a wide range of internal and external constituents at all levels of the University with high political savvy and critical thinking.
• Committee Governance & Minute Integration: Record, transcribe, and distribute minutes for executive meetings as requested. Assist in the preparation of agendas and distribution of materials, and utilize modern tracking systems to monitor action items and hold project leads accountable.
• Digital Footprint Management: Maintain operational oversight of the office's webpages, intranet portals, and other electronic or social media resources as needed.
• Content Generation & Editing: Draft, edit, and proofread high-level institutional correspondence, briefing memos, announcements, and reports using advanced prompting and synthesis skills to ensure clarity and impact.

Financial Stewardship & Strategic Initiatives

• Budgetary Oversight: Monitor expenditure and budget reports for the office, identifying variances and ensuring fiscal responsibility.
• Travel & Expense Optimization: Handle comprehensive business travel arrangements for the Chief of Staff/Vice President and staff, tracking expenditures diligently against the budget.
• Strategic Planning Support: Apply critical thinking and analytical skills to provide administrative and operational support for university-wide strategic planning processes, activities, benchmarks, and initiatives.
• Special Events & Program Development: Assist the Chief of Staff/Vice President with special program/event development, and actively assist at major University-wide events.

Institutional Engagement & Cultural Alignment

• Committee Service: Serve on institutional committees as requested by the Chief of Staff/Vice President to represent the strategic interests of the office.
• Campus Presence: Attend University meetings and events as required to remain deeply connected to the campus community.
• Mission & Values Alignment: Embodiment of the university's core values of excellence, authenticity, stewardship, thoughtfulness, enthusiasm, relationships, and innovation.
• Inclusive Community Building: Seek to treat each member of the campus community with fairness, dignity, and respect, fostering a spirit of unity and harmony to achieve the institution's collective vision and mission.
• Agility: Perform other duties as assigned to support the evolving needs of the division.

Qualifications

Education & Experience

• Education: Bachelor's degree required.
• Experience: A minimum of 57 years of progressive executive administrative support or operations experience strongly preferred.
• Higher Education Context: Prior experience navigating the complexities of a college or university preferred.

Technical Acumen & AI-Driven Workflows

• Digital Workflow Automation: Demonstrated experience leveraging AI tools and automation platforms to optimize email management, streamline workflows, and reduce response times.
• Software Proficiency: Advanced mastery of Microsoft Office 365 (Word, Excel, PowerPoint) and Google Workspace, alongside experience managing digital platforms, intranets, or webpage CMS interfaces.
• Project Management Tools: Proficiency using collaborative project management software to track institutional strategic goals and deliverables.

Critical Thinking & Problem-Solving

• Proactive Triaging & Strategic Foresight: Proven capability to independently assess complex, ambiguous situations, anticipate operational bottlenecks, and implement rapid contingency plans before schedules or deliverables are impacted.
• Data Synthesis: Strong analytical skills with the ability to utilize advanced prompting and synthesis tools to distill large volumes of institutional data or meeting notes into concise, actionable executive briefs.
• Financial & Budgetary Stewardship: Demonstrated experience monitoring expenditures, tracking budget reports, and optimizing travel/logistical spending in compliance with organizational policies.

Communication & Relationship Management

• Executive Presence: Exceptional written and verbal communication skills; ability to confidently and diplomatically serve as the initial point of contact and represent the office to a wide range of internal and external constituents at all levels.
• Impeccable Discretion: Highly developed political savvy and a proven track record of handling sensitive, highly confidential institutional information with absolute integrity.
• Leadership & Collaboration: Experience hiring, training, and supervising student workers or staff, with a strong commitment to mentoring and fostering a collaborative team environment.

Cultural & Mission Alignment

• Missional Alignment: Deep alignment with the university's core values of excellence, authenticity, stewardship, thoughtfulness, enthusiasm, relationships, and innovation.
• Inclusive Relationship Building: A demonstrated commitment to treating every member of the campus community with fairness, dignity, and respect, actively contributing to a spirit of campus unity and harmony.

About Eastern University

Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, seminary, urban, professional and international programs. Applicants should have a Christian commitment compatible with its mission and be willing to support the mission and vision of the university. The university complies with federal and state guidelines of nondiscrimination in employment; members of protected classes encouraged to apply.

Background Checks

Standard University employees are required to complete the background clearance process. Employment is contingent upon the successful results of an employment background screening. The employment background screening may include but is not limited to your consumer credit history (for positions that work with the university finances or alumni funds only), verification of education and professional credentials, criminal history, driving history, residency, immigration status, performance, references, and other qualities pertinent to your qualifications for the following position.

Youth Clearances are required for positions with direct contact with children and essential personnel positions. Employees working with or around minor age children are required to complete the youth clearance process which includes the following four child protection clearances:

• Affidavit;
• FBI Criminal Record Check;
• Pennsylvania Department of Human Services Child Abuse History Clearance;
• Pennsylvania State Police Criminal Record Check.

In accordance with state laws, Act 73 of 2007, Act 153 of 2014, Act 168 (relating to the Child Protective Services Law), school employees of Eastern University who will have "direct contact with children" must complete the background check process prior to employment. Results must be submitted within ten days of receipt.

Description Disclaimer

This description is intended to describe the general level and nature of work performed by the person/people assigned to this position. It is not to be construed as an exhaustive list of duties and responsibilities of the person/people so assigned.

For all positions: Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.