Position Information

Job Title

+-----------------------------------------------------------------------+ | Administrative Assistant and Office Manager | +-----------------------------------------------------------------------+ | 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 | +-----------------------------------------------------------------------+ | - 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