Executive Assistant to the Vice President for Institutional Advancement

Institutional Advancement at the College of Saint Benedict (CSB) and Saint John’s University (SJU) invites applications for a full-time (1.0 FTE), benefit-eligible position of Executive Assistant to the Vice President for Institutional Advancement.

The College of Saint Benedict and Saint John’s University are bringing two strong Institutional Advancement (IA) teams together into an integrated division under the leadership of their inaugural joint Vice President for Institutional Advancement. The Executive Assistant to the Vice President (EA) is a central partner in this work: a trusted colleague who helps the Vice President lead with focus and care, keeps the division’s priorities moving, and helps build the shared practices, rhythms, and relationships that will define how one team serves two institutions and their missions.

The EA manages the Vice President’s calendar, priorities, communications, and office operations; oversees division budgets and administrative processes; works hand in hand with the President’s Office to coordinate presidential engagement in advancement; and serves as a key partner in organizational change management as the division integrates. Working across both campuses, the EA connects colleagues, anticipates needs, and helps new ways of working take hold.

As the primary liaison between Institutional Advancement and the President’s Office for donor relations, alumni engagement, and presidential development travel, the EA exercises exceptional judgment, discretion, and professionalism. The EA is an ambassador for both institutions, building strong relationships with colleagues, trustees, donors, alumni, and the Benedictine communities of Saint Benedict’s Monastery and Saint John’s Abbey, while maintaining the highest level of confidentiality and trust.

The normal work schedule for this position is 8 a.m.-4:30 p.m. Monday to Friday. Periodic evening and weekend work is expected. Flexible scheduling and remote work options are available, enabling employees to adjust their hours during the workweek in coordination with their supervisor and departmental needs.

The posted wage represents CSB and SJU's good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon several factors, including the candidate's experience, qualifications, and skills, and may fall outside of the range indicated.

Executive Partnership and Office Leadership (30%)

• Serve as a trusted partner to the Vice President, anticipating needs, managing priorities, and ensuring follow-through on commitments and decisions.

• Manage the Vice President’s calendar, meetings, donor visits, and development calls, balancing time across both campuses and key constituencies.

• Prepare and coordinate agendas, strategy briefs, correspondence, memoranda, reports, and other communications on behalf of the Vice President.

• Proactively manage communication, respond to internal and external inquiries, and facilitate the timely flow of information among stakeholders.

• Oversee the daily operations of the Office of the Vice President, including office procedures, leave reporting, work standards, and administrative workflows.

Financial and Operational Administration (25%)

• Assist with monitoring Institutional Advancement budgets, including reporting, reconciliation, and coordination of annual budget planning processes.

• Coordinate departmental financial transactions, including invoices, check requests, and travel reimbursements.

• Exercise delegated authority to sign select documents on behalf of the Vice President.

• Monitor and support compliance with departmental and institutional policies and procedures.

• Integration, Change Management, and Division Communications (20%)

• Partner with the Vice President to plan, coordinate, and implement integration and change management initiatives as two advancement teams become one division.

• Help establish shared processes, standards, and communication rhythms (such as all-staff meetings and retreats) that work for colleagues on both campuses.

• Manage division-wide communications and announcements so staff stay informed, connected, and aligned through a period of change.

• Build and maintain effective working relationships with IA staff, the President’s Office, College and University departments, and leadership of Saint Benedict’s Monastery and Saint John’s Abbey.

Partnership with the President’s Office and Travel Coordination (20%)

• Serve as the primary liaison between Institutional Advancement and the President’s Office, keeping advancement and presidential priorities, schedules, and information closely aligned.

• Coordinate and prioritize presidential engagement in advancement activities, so the President’s time with donors, alumni, and friends is well planned, well prepared, and connected to campaign and advancement priorities.

• Maintain a close, collaborative working relationship with the Executive Assistant to the President and President’s Office staff, sharing information and coordinating calendars so the Vice President’s and President’s work moves in concert.

• Partner with the Executive Assistant to the President, the Vice President, and Senior Development Officers to plan presidential development visits and travel; gather, prepare, and submit IA briefing materials, purpose statements, and event information so the President is fully prepared for donor and advancement activities.

• Coordinate all travel for the Vice President, including airfare, lodging, ground transportation, and itineraries, and prepare supporting background materials as needed.

CSB and SJU Boards of Trustees (5%)

• Coordinate the planning, execution, and evaluation of the External Engagement Committees of the Boards of Trustees, including preparing and distributing agendas and materials.

• Partner with the Assistant to the Office of President/Special Projects to maintain committee minutes and official records, ensuring timely documentation and archival compliance.

• Other duties as assigned.

Minimum qualifications:

• Bachelor’s degree or equivalent combination of education and experience.

• Professional office experience, including managing calendars, travel, and multiple concurrent projects.

• Strong organizational and project management skills, with the ability to manage numerous priorities accurately and on time.

• Excellent written and verbal communication skills, and a warm, professional, hospitable presence with colleagues, donors, and guests in both formal and informal settings.

• Sound judgment, maturity, and initiative to make independent decisions; high integrity and the ability to handle confidential information with tact and discretion.

• Comfort with change and ambiguity, and a collaborative, flexible approach to building new processes and relationships.

• Proficiency with Microsoft Office (Word, Excel, Outlook) and the ability to learn new systems, including Banner and Slate.

Preferred qualifications:

• Experience supporting a senior executive or leadership team, including coordinating closely with a president’s or executive office.

• Understanding of or experience with fundraising, advancement, or nonprofit organizations, including fundraising databases or CRM systems.

• Experience contributing to an organizational integration, restructuring, or the launch of new teams or processes.

• Appreciation for the Benedictine heritage and mission of the College of Saint Benedict and Saint John’s University.

Physical requirements:

• Requires working at a computer for extended periods, including sitting, typing, reading from a screen, and using various software programs essential for the role.

• Occasionally required to lift or move items up to 10-15 pounds.

Travel requirements:

• Regular travel between the campuses of the College of Saint Benedict and Saint John’s University.

• Occasional evening or weekend hours to support events and board meetings.

Applications are accepted online by visiting the linked site. Candidates are asked to complete the application form and submit a cover letter and resume.

If you require an accommodation to participate in the CSB and SJU hiring process, please contact Human Resources at (320) 363-5501 or [email protected].

It is the policy of CSB and SJU to conduct a pre-employment background check. An offer of employment is contingent upon a successful background check. The College of Saint Benedict and Saint John's University also utilizes E-Verify as part of its onboarding process to confirm work authorization.

The College of Saint Benedict and Saint John's University are Affirmative Action/Equal Opportunity Employers.