Executive Assistant to the President… at Luther Seminary · St Paul

Summary: Luther Seminary is a faith-based institution dedicated to educating leaders for Christian communities. The Executive Assistant to the President and Board will provide executive-level administrative support, manage communications, and coordinate board governance activities, while fostering professional development in nonprofit administration. Responsibilities: - Provide primary support for the President, managing an active calendar of appointments - Complete expense reports for the President - Ensure meeting documents are timely and key campus events are added to the President’s calendar - Use the President’s Office calendar to coordinate meetings and events - Coordinate the Enterprise Leadership Team (ELT) calendar (six-month increments), including ELT Quarterly meetings - Research, prioritize, and follow up on incoming issues and concerns addressed to the President; determine appropriate course of action, referral, or response - Facilitate the flow of communication and information as it relates to the Office of the President - Coordinate meeting times (in-person and Zoom), distribution of materials (for Board committees), updates, and announcements on behalf of the President as requested - Send monthly staff anniversary announcements to MyLutherNet and prepare monthly staff anniversary cards, working with HR to ensure accuracy, and other timely notes and cards for signing - Respond in a timely manner to all incoming questions via phone, mail, email, and in person from the Luther Seminary community, board members, donors, and other constituents - Maintain all digital and hard copy office files, including record retention systems on the M Drive and OnBoard for the President’s Office and the Board of Directors and Board of Trustees - Process backlog of material not presently on the M Drive - Support, as time allows, the Academic Affairs Office with Residential Focus Sessions (RFS) sessions - Serve on the Commencement Committee - Shepherd annual board compliance and governance evaluation - Manage Board relations as it relates to arrangements, logistics, correspondence, and materials for all Board meetings, and for the Executive and Presidential Support Committees - Coordinate hotel contracts, travel, catering, meeting evaluations, requests for reimbursements, electronic meeting notifications, attendance responses, and support for in-person and electronic board meetings - Attend and document Finance & Administrative, Investment, and Student Affairs committee meetings; maintain minutes; format and post resolutions; and serve as staff support - Ensure timely annual Conflict of Interest compliance with board members - Ensure that all committees have scheduled their meetings and uploaded meeting materials to OnBoard and to the M Drive in a timely manner - Manage information and content of data regarding Candidacy (in coordination with the Associate Director for Candidacy and Vocational Formation) - Support Candidacy events, communication, and new pilot processes in conjunction with the Associate Director of Candidacy - Field questions between the Admissions Office, the Registrar, and the Candidacy Office - Work in conjunction with the Associate Director on communications with key synod partners and the ELCA churchwide office - Support the Associate Director with communication and event management of Candidacy info sessions and meetings on a regular basis. Including updates to the website, Moodle, and Jenzabar - Regular internal communications to students and faculty on candidacy components - Consistent external communications to synod partners and churchwide staff - As needed, meet with current and prospective students to describe Contextual Learning curriculum and Candidacy components - Provide hospitality for and engender trust among students and synodical leaders involved in Contextual Learning programs and Candidacy through effective interpersonal communication - Demonstrate ongoing commitment to Luther Seminary's ABIDE framework (Accountability, Belonging, Inclusion, Diversity, Equity) by integrating equity-focused practices into core duties, participating in ABIDE-related learning, and contributing to an inclusive and welcoming community Required Qualifications: - Minimum of bachelor's degree in communications, administration, religion, or other relevant area - Significant work experience in a church, higher education, or Christian institution Required Skills: Calendar Management, Nonprofit Governance, Executive Communications Important Skills: Office Management, Event Management Nice-to-Have Skills: Data Management, Hospitality, Commitment to Diversity