Executive Assistant to the Vice President for Institutional Advancement

Executive Assistant to the Vice President for Institutional Advancement

Salary

$24.76 - $29.09 Hourly

Location

College of Saint Benedict/Saint John's University - St. Joseph, MN

Job Type

Non-Exempt, Administrative Staff, FT

Remote Employment

Flexible/Hybrid

Job Number

02293

Department

Institutional Advancement - CSB

Opening Date

11/09/2026

• Description
• Benefits
• Questions

Position Summary

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 Monday through Friday, 8:00 a.m. to 4:30 p.m. As part of supporting campus programs and events, 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.

Why Join Us?

The College of Saint Benedict and Saint John’s University offer a competitive and comprehensive benefits package for full-time employees, including:

• Health, Dental, and Vision Insurance
• 18 Paid Holidays Annually
• Generous Vacation and Sick Leave
• Life and Long-Term Disability Insurance
• Tuition Remission for Eligible Dependents
• Employer Contributions to a Retirement Plan
• Employee Assistance Programwith access to free or discounted counseling, legal guidance, financial coaching, and more

Join a committed team dedicated to safety, community, and service in a supportive and values-driven work environment.

To learn more about our benefits, visit csbsju.edu/jobs.

CSB and SJU offer competitive salaries and a comprehensive benefits program (click the benefits tab above the position summary section to view more information). For further information regarding our institutions, visitCSBSJU (csbsju.edu/about) .

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.

Inclusive Excellence (csbsju.edu/inclusive-excellence)

The College of Saint Benedict and Saint John’s University believe that an excellent liberal arts education requires an understanding and appreciation of cultural differences and that everyone deserves to feel safe and morally valued. To that end, we will challenge our own practices and systems to best meet the needs of our community as we educate students to address the most urgent needs of society. We dedicate ourselves to cultivating an equitable, inclusive community founded on respect for all persons.

Responsibilities

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.

Qualifications

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.

To Apply

Applications are accepted online by clicking on "Apply." 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 [email protected] (schooljobs.com/careers/…) .

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.

The College of Saint Benedict/Saint John's University (CSB/SJU) provides a comprehensive fringe benefit program. This brochure provides a summary of the current benefits offered at the College of Saint Benedict and Saint John's University.

HEALTH INSURANCE

Employees are eligible for coverage in the health insurance plan on the first of the month following date of hire. If you elect medical coverage for yourself, you may also choose to cover your eligible dependents. The employee and CSB/SJU share in the cost of this benefit.

DENTAL INSURANCE

Employees are eligible for coverage in the dental insurance plan on the first of the month following date of hire. If you elect dental coverage for yourself, you may also choose to cover your eligible dependents. The employee and CSB/SJU share in the cost of this benefit.

LIFE INSURANCE

CSB/SJU provides a Basic Life and Accidental Death and Dismemberment (AD&D) policy to employees. This insurance is effective on the first of the month following date of hire. The amount of term insurance provided is based on your annual salary.

You may also purchase additional life insurance in increments of one, two, three, or four times your annual salary. There is also a dependent life insurance package available.

LONG-TERM DISABILITY

After one year of benefit eligible employment, CSB/SJU provides disability coverage in the event of an illness or injury that prevents you from working.

VACATION

Paid vacation is accrued based upon FTE and the number of years employed. Vacation is cumulative from year to year to a maximum of 240 hours.

Employees working 100% time receive the following:

Vacation days per year Years employed

16 days 1-10 years

20 days 11+ years

HOLIDAYS

Full-time employees receive 18 paid holidays a year.

FLEXIBLE SPENDING ACCOUNTS

HEALTH SAVINGS ACCOUNT

These plans allow employees to set aside part of their salary on a pre-tax basis to pay for IRS approved expenses.

VISION PLAN

This voluntary plan offers affordable vision coverage for routine eye exams, eyeglass lenses and frames, and contact lenses. Discounts on hearing exams and hearing aids are also included.

TUITION REMISSION

Tuition remission is an educational benefit provided by CSB/SJU. A full time employee and spouse (if applicable) are eligible for tuition free educational benefits the first full semester after six months of employment. Full time employees may enroll for one undergraduate course per term, which includes summer; up to a maximum of 2 courses per year.

There is also a tuition remission program for dependent children of full time employees. This program provides a financial resource to a son or daughter for meeting the tuition costs of undergraduate education. Eligibility begins the fall or spring semester following 2 years (24 months) of continuous full-time employment.There are also two consortia programs in which CSB/SJU participate where employees' children may apply for scholarships to attend other colleges/universities.

Tuition assistance is also available at Saint John's Preparatory School for the dependents of full-time employees.

PARENTAL LEAVE

A paid leave (up to 15 days) will be granted to eligible employees upon the birth or adoption of a child, pro-rated based on FTE. New employees are eligible for this benefit after twelve months of employment.

SICK LEAVE

Full-time employees earn up to 9 days of sick leave per year, pro-rated based on FTE.

Sick leave is cumulative from year to year up to a maximum of 720 hours (90 days). Employees may also use accumulated personal sick leave to care for ill family members.

EMPLOYEE ASSISTANCE PROGRAM

The Employee Assistance Program (EAP) is a free counseling resource available to

all employees and immediate family members.

RETIREMENT

Defined Contribution Plan

CSB/SJU provides a retirement program for all qualified full time employees. The program is administered by Teachers Insurance and Annuity Association (TIAA).

Enrollment in the retirement plan will be effective the first day of the month following the date of hire unless the employee elects to opt-out.

The employee/employer contributions are as follows:

Year Employee Contribution CSB/SJU Contribution

1 3% 1%

2 3% 3%

3 3% 5%

4 3% 7%

5 3% 9%

Supplemental Tax Deferred Annuity Plan

In addition to the regular plan, a benefit eligible employee may voluntarily elect to contribute to this plan.

CONTACT INFORMATION

Saint John's University College of Saint Benedict

Human Resources Office Human Resources Office

Quadrangle 127 Schoenecker

Collegeville, MN 56321 St. Joseph, MN 56374

Phone (320) 363-5500 Phone (320) 363-5500

Fax (320) 363-6092 Fax (320) 363-6092

• Benefits subject to change annually Revised 11/22/24

01

Are you a U.S. citizen or legally eligible to hold employment in the U.S.? If you are offered employment, you will be required to complete a certification form and supply acceptable documentation to verify your identity and eligibility to be employed.

• Yes
• No

02

Will you now or in the future require sponsorship for employment visa status? Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa for this position.

• Yes
• No

03

Do you have professional office experience, including experience managing calendars, travel, and multiple concurrent projects?

• Yes
• No

Required Question

Employer

College of Saint Benedict/Saint John's University, Order of Saint Benedict

Address

37 South College Ave

Saint Joseph, Minnesota, 56374

Phone

(320) 363-5501

Website

csbsju.edu