Senior Administrative Assistant - Office of the Provost

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 comparable position
• •Proficiency in Microsoft systems and software (e.g. Word, Excel, PowerPoint)

Preferred Qualifications:

• •Master's degree
• •Experience using AI-based tools to enhance workplace efficiency and productivity
• •Experience in purchasing, reconciliation of expenses, preparing expense reports, and using software to manage such processes
• •Experience in preparing Standard Operating Procedures to support systematic organization of Academic Affairs processes
• •Prior experience of working in a higher education or corporate setting
• •Experience using Workday or similar enterprise software platform
• •Experience in researching information and compiling succinct and coherent reports that support the executive/Provost’s preparation for meetings and events

Special Skills and Knowledge

• •Exceptional poise, confidence, and diplomacy when interacting with key stakeholders
• •Ability to build strong relationships and work with people at all levels within and external to the organization
• •Possesses high-level of attention to detail, strong time-management and problem-solving skills, ability to be resourceful, proactive, seek assistance as needed, and customer service orientation
• •A high level of personal responsibility is nimble and can lead through change and ambiguity
• •Strategic planning skills
• •Knowledge of the goals, objectives, structure, and operations of a university
• •Ability to gather data, compile information, and prepare reports
• •Ability to manage multiple responsibilities in a fast-paced environment, while meeting deadlines and goals
• •Exceptional strategic and critical thinking skills as well as attention to detail
• •Good judgment and decision-making skills, eager to take initiative, and a quick learner
• •Exceptional written and verbal communication skills
• •Planning and project management skills

Compensation/Total Rewards

The hourly range for this position is $28.85