Executive Assistant to the President

Valparaiso University
Valparaiso, Indiana, United States
Closing date
Oct 21, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Executive Assistant to the President

Tracking Code759-674 Job DescriptionThe Executive Assistant to the President provides confidential executive support to the President for a broad and complex set of assignments ensuring that the Office of the President is managed in an orderly manner, including planning and coordinating the president's calendar and other members of the Presidential team on behalf of the President, Additional duties include researching, compiling, writing, and disseminating correspondence and information, and independently handling a wide variety of situations; acting as emissary with faculty, staff, students, parents, alumni, donors, and the public; managing conflicts involving administrative functions. The EA to the President completes his/her responsibilities while acting with integrity to protect the interests of the University, upholding its mission, ethos, and goals.

Coordinating a complex system of schedules for the President and others (involving many diverse constituents including University staff/departments, Board members and major donors, community/civic groups, and state/national educational and athletic organizations); Multi-tasking - adapting to constant interruptions and changing priorities on a moment’s notice; managing the increasing amount of communications requiring timely responses; listening and responding to emotional individuals/conflict situations; and being realistic about what can be accomplished in a day.

Responsibilities include but are not limited to:

  • Scheduling of various meetings, including webinar presentations to campus faculty and staff.Manage normal day-to-day office duties such as phone and mail duties.Manage facilitation of legal record requests made to the University, including gathering and organizing relevant documents related to litigation or governmental agency complaints.
  • Manage and direct the business of the Office of the President, anticipating the needs and requirements of the President in relationship to the constituencies served on and off campus, using independent judgment that reflects the President's priorities and the University's mission and goals.
  • Manage the president's daily schedule and travel arrangements. Manage the President's time (full business schedule, social and personal calendar) ensuring time and detail preparation for all necessary meetings, projects, events, travel, and in-office work. Authorize payment to the President for travel expenses and other debit items.
  • Manage all forms of communication coming into the Office of the President. Assess the urgency and importance of communications and take appropriate action. Coordinate and manage the communication flow in and out of the President's Office; compose letters and reports, responding independently or on the President's behalf as needed; review drafts and final copies of correspondence as needed, research and prepare surveys, reports, etc., for own or President's use and/or signature. Exercise signature authority for President when appropriate. Manage personnel/confidential actions including payroll, retirements and resignations, searches, and legal matters.
  • Manage, and monitor the budgets of the Office of the President, the Board of Directors, the President’s contingency account, and the President’s individually assigned funds.
  • Interact and problem solve effectively with students, parents, faculty, staff, members of the Board, alumni, and the general public who contact the President’s Office. Perform any other duties assigned, attend meetings, serve on committees, stay familiar with, and learn new software and University procedures, and assist and respond to others with questions as needed.
  • Perform any other duties assigned, attend meetings, serve on committees, make food/room reservations, make other meeting arrangements as requested, stay familiar with, and learn new software and University procedures, and assist and respond to others with questions as needed.
  • Account for all financial transactions, transfers, and budget adjustments using Colleague. Run reports, validate information, correct inaccuracies. Prepare and/or process check requests, ravel expense reports, and the Presidents credit card statement.

Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.

Employment at Valparaiso University will require a criminal background check.

To be considered for this position you must upload:

  • Cover letter
  • Resume
  • List of 3 professional references
  • Answer all the application questions

Please address cover letters to:

Rebekah Arevalo, Chief of Staff & Board Liaison, Office of the President
Valparaiso University
1700 Chapel Drive
Valparaiso, IN 46383

Required Skills
  • Trustworthy, self-starter who demonstrates strong interpersonal and communication skills with emotional intelligence, with the ability to exercise sound judgement; maintain confidentiality; anticipate/recognize problems, issues of concern, and opportunities as they arise, and advise staff and/or the President appropriately.
  • Possess excellent organizational, computational, analytical, project management, problem-solving skills; flexible; ability to work under pressure and deadlines, managing multiple priorities simultaneously, through to completion, while experiencing multiple interruptions; maintain a sense of positivity, humor, and good cheer.
  • Ability to manage complex system of schedules and direct the work of the office based on the needs and requirements of the President in relationship to the constituencies the President serves.
  • Proficiency in Word, Excel, PowerPoint, and Colleague.
  • Willingness to work non-traditional hours as needed.
Required Experience
  • Bachelor’s degree preferred; at least five years’ experience in the productive and efficient management of an administrative office at the executive level.
  • Track record of progressively responsible professional positions.
  • Knowledge of issues and culture of higher education.

Job Location Valparaiso, Indiana, United StatesPosition TypeFull-Time/Regular


Read our Diversity Profile About Valparaiso University


Established in 1859, Valparaiso University is a comprehensive, independent Lutheran university and Northwest Indiana’s oldest institution of higher learning.

campus aerial

In its more than 150-year history, Valparaiso University has passed through three distinct phases. Founded by Methodists as an institution pioneering coeducation, the Valparaiso Male and Female College was forced by the reverses of the Civil War to close its doors in 1871. It was revived in 1873 by an enterprising educator, Henry Baker Brown, as the Northern Indiana Normal School, renamed Valparaiso College in 1900, and rechartered in 1906 as Valparaiso University.

Despite its decades of success, the University again experienced financial hardship as the United States entered World War I. The Lutheran University Association, a group of clergy and church laity who saw a bright future for the University, purchased it in 1925, ushering in the modern era of Valpo’s history. Distinguished by its Lutheran heritage of scholarship, freedom, and faith, Valparaiso University continues to fulfill the dreams of these modern founders.


The University’s 350-acre campus is located one hour southeast of Chicago, 15 miles from the Indiana Dunes National Lakeshore, and within walking distance of downtown Valparaiso, Indiana, where you can enjoy more than 30 restaurants, cafés, and ice cream shops as well as independent boutiques, entertainment, and cultural experiences.


Valpo is home to more than 4,000 undergraduate, graduate, and law students hailing from nearly all regions of the United States and more than 30 other countries.

Academics Meterology Class

Valpo offers more than 70 undergraduate degree programs and interdisciplinary options throughout five undergraduate colleges: Arts and Sciences, Business, Engineering, Nursing and Health Professions, and Christ College — The Honors College. The Graduate School offers more than 20 graduate programs that are fully integrated into three academic colleges and hold the appropriate accreditation in their field. The University also has a Law School where students can earn J.D. and LL.M. degrees and have the opportunity to pursue dual degrees in seven areas.

Students complement their classroom experiences with applied, practical experiences to prepare for their careers. They work closely with their peers, are mentored by accomplished faculty, and reach across disciplines, putting theory into practice. Whatever the degree path, students receive an innovative, rigorous education within the liberal arts tradition and learn to think critically, communicate clearly, and solve complex problems with creative solutions.



Valparaiso University consistently receives national recognition for academic excellence, which is a testament to the hard work and dedication of its students, faculty, and staff.

Notable rankings by U.S. News & World Report include:

  • No. 4 in the ranking of Best Regional Universities in the Midwest, which evaluates academic reputation, retention, faculty resources, student selectivity, financial resources, graduation rate, and alumni support.
  • No. 1 among regional universities in the Midwest for best undergraduate teaching, with a student-faculty ratio of 12:1.
  • No. 1 in the Best Value category in the Midwest regional universities, with 93 percent of undergraduate students receiving financial assistance through grants, scholarships and other sources.
  • No. 3 Best College for Veterans in the Midwest.
  • The ABET-accredited College of Engineering is the No. 14 best undergraduate engineering program in the country.
  • The AACSB-accredited College of Business is included as one of the Best Business Programs in the nation.

Mission Statement

“Valparaiso University, a community of learning dedicated to excellence and grounded in the Lutheran tradition of scholarship, freedom, and faith, prepares students to lead and serve in both church and society.”

At Valpo, we embrace our distinctive Lutheran character through our pursuit of academic excellence informed by faith and reason. The interaction of faith and learning provides a solid foundation for our educational community, where we are dedicated to serving humanity through the vigorous pursuit of truth and the transmission of knowledge.

Our University strives to be a place where fundamental issues are explored from all angles with intellectual rigor, integrity, openness, and respect — a place where faith and learning are held together in lively interaction.

A Valpo education encourages students to pursue paths God’s light illuminates, igniting promise and possibility, sparking an inner flame for all who learn here. It is about preparing good people to do great things in a world that needs them.

Passion is Who We Are

At Valpo, students are inspired to discover their passions and pursue a life of purpose.

Valpo Culture valpo

Valparaiso University is an institution dedicated to preparing women and men who are highly sought for their knowledge, character, integrity, and wisdom. At Valpo, students receive an education global in scope and grounded in faith, designed to prepare graduates to lead and serve where needed, impacting their lives and improving our world. We are a community of people who seek Truth, serve generously, and cultivate hope.

The University is composed not only of extraordinary students, but faculty and staff who trust in and support the University’s mission to grow and guide students on their journey.

We have a responsibility at this University to provide the support systems and opportunities — academic and extracurricular — needed to prepare more of the kind of leaders the world needs. With this in mind, we embrace the opportunity to welcome new employees to the Valpo family who embrace the Valpo experience, elevate and transform the lives of students while on campus, and shape their futures for the better.

The University’s nearly 60,000 alumni living around the world excel in a number of fields and are well-known for their service work and efforts to improve the world. In order to continue this legacy, we seek to build a faculty and staff who will shape the next generation of Valpo women and men, propelling them to even greater levels of achievement and distinction.

Find Us
1700 Chapel Drive

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