Position Information
Job Title
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| Administrative Assistant and Office Manager |
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| Join a dynamic team at a pivotal moment in Notre Dame's |
| history! |
| |
| Are you passionate about advancing ethics and the common good? Do you |
| thrive in a collaborative environment and want to contribute to a |
| major University priority? If so, consider applying to be |
| theAdministrative Assistant and Office Managerfor theInstitute |
| for Ethics and the Common Good (ECG)the administrative hub of Notre |
| Dame's Ethics Initiative (EI). |
| |
| The Ethics Initiative, a key part of Notre Dame's new Strategic |
| Framework, is a cross-campus effort to establish the University as a |
| leader in ethics research, providing exceptional training for future |
| ethicists and ethical leaders. Our mission extends to enhancing |
| public understanding of the most pressing ethical challenges of our |
| time. |
| |
| As theAdministrative Assistant and Office Manager (AAOM), you |
| will be the welcoming face of theECG, ensuring guests, faculty, and |
| staff are greeted, oriented, and supported. This role provides |
| essential administrative support to the faculty director and managing |
| director, including managing complex schedules, coordinating travel, |
| preparing executive-level documents, and responding promptly to |
| requests. You will also assist three additionalECGleaders as needed |
| and oversee the ECG's annual calendar, which includes fellowships, |
| retreats, research activities, and events. |
| |
| This position is often the first point of contact with faculty, |
| university leadership, and external partners, including corporate, |
| foundation, nonprofit, and industry leaders. You will also manage |
| daily office operations, provide technology support, research and |
| implement project management tools, and liaise with key campus |
| partners such asOIT, Campus Safety, and Building Services. In |
| addition, you will support faculty seminars and signature events |
| hosted by the Institute and take on special projects as assigned by |
| leadership. |
| |
| To succeed in this role, you must be highly organized, team-oriented, |
| and adaptable to a fast-paced environment, while maintaining |
| exceptional hospitality and discretion. |
| |
| What You'll Do! |
| |
| Administrative Support (60%) |
| |
| - Serve as the first point of welcome and hospitality for visitors |
| andECGaffiliates. |
| - Coordinate and manage complex calendars for the faculty director |
| and managing director, while supporting the administrative needs |
| of the leadership team. |
| - aintain theECGannual calendar, including seminars, retreats, |
| community events, and other key initiatives. |
| - Manage sensitive information with strict confidentiality. |
| - Organize and document meetings, including partner meetings, staff |
| meetings, and high-profile stakeholder engagements. |
| - Maintain and organize ECG's Google Drive, ensuring efficient |
| access to documents and processes across teams. |
| - Research, implement, and maintain project management tools for |
| theECG. |
| - Plan and arrange travel itineraries forECGleaders, faculty, and |
| visiting scholars. |
| - Complete additional tasks as assigned by the faculty or managing |
| directors. |
| |
| Office Management (30%) |
| |
| - Foster a welcoming, organized, and inclusive environment for |
| fellows, faculty, staff, and guests. |
| - Collaborate with scholars, researchers, and administrative staff |
| to support a positive office culture. |
| - Provide basic technology support, ensuring office equipment is |
| up-to-date and maintained. |
| - Manage office supplies and ensure availability for special |
| events, presentations, and courses. |
| - Serve as the liaison with campus partners, such asOIT, Campus |
| Safety, and Building Services. |
| - Assist the managing director in addressing space challenges and |
| limitations. |
| - Supervise student workers and interns as needed. |
| |
| Events and Special Projects (10%) |
| |
| - Assist with special projects, contributing innovative solutions |
| and operational support. |
| - Serve on the operations team, supporting large-scale events, |
| continuous improvement initiatives, constituent engagement, and |
| onboarding processes. |
| |
| This is a limited-term position for three years with the intention |
| to extend it upon securing funding. Occasional evening and weekend |
| work is required during high-volume periods. |
| |
| #LI-AW1 |
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| - Collaborative spirit and a positive attitude, team-oriented whose |
| values of kindness, Generosity, trustworthiness, and curiosity |
| are readily available and evident. |
| - 3-5 years in an administrative or executive assistant role, |
| preferably in an academic or research setting. |
| - Exceptional organizational skills, meticulous attention to |
| detail, and the ability to juggle multiple priorities in a |
| fast-paced environment. |
| - Proficiency with Google Suite, Concur, power point, |
| video-conferencing, calendar