CHIEF ACADEMIC OFFICER - Exec Asst for Chief Academic Officer

Job Classification

  Salaried Full-time (75-100%)

Position summary

The Executive Assistant to the Chief Academic Officer provides high-level administrative, organizational, and strategic support in a dynamic and mission-driven higher education environment. This role ensures smooth operation of the Office of Academic Administration including management of complex scheduling, preparation of reports and presentations and coordination of academic initiatives, while serving as a key liaison between the CAO and internal and external stakeholders.

Qualifications summary

Highly skilled and mission-aligned executive assistant with over five years of experience supporting senior academic leadership in higher education. Proven expertise in managing complex administrative operations, coordinating strategic initiatives, and facilitating high-level communication. Adept in calendar management, document preparation, accreditation processes, and faculty personnel coordination. Committed to excellence, discretion, and the values of Adventist education.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Administrative & Executive Support

• Manage the CAO's calendar, appointments, meetings, and travel arrangements


• Screen and prioritize communications (emails, calls, correspondence), routing appropriately and drafting responses


• Maintain confidential records, academic files, and institutional documents with accuracy and integrity


• Coordinate and prepare materials, including agendas and minutes, for Deans Council, Academic Operations, and other strategic meetings


• Monitor project timelines and follow up on academic initiatives

Communication & Meeting Coordination

• Serve as primary administrative contact for the Academic Administration Office


• Facilitate communication between the CAO and deans, academic departments, and external partners


• Organize Deans meetings, general faculty meetings, retreats, workshops, and strategic planning sessions, including materials, logistics, agendas and minutes.


• Coordinate logistics for national and international academic visitors, accreditors, and delegations


• Ensure all communications align with university branding and denominational values


• Assist the President’s Office with University-wide events

Document Preparation and Records Management

• Draft, proofread, and edit reports, presentations, proposals, and communications


• Conduct basic research and data collection to support institutional planning and decision-making


• Maintain current documentation on academic policies, accreditation standards, and strategic plans


• Assist with accreditation preparation, including self-studies and evidence collection


• Ensure compliance with governance policies and accreditation standards

Faculty Personnel Processes

• Oversee and manage faculty reappointment, promotion, and tenure processes


• Maintain faculty workload and personnel records in coordination with Human Resoruces


• Plan and execute annual promotion and tenure meetings


• Coordinate new faculty orientation programs


• Assist with employee performance appraisals for CAO's direct reports

Budget & Operations

• Maintain operating budget for the Office of Academic Administration


• Order and maintain office supplies and arrange equipment maintenance


• Analyze and organize office operations, procedures, and filing systems


• Maximize office productivity through effective use of technology

Supervisory responsibilities

May supervise office staff or student assistants as delegated

Qualifications

Education & Certification

• 
  Bachelor’s degree required (preferred fields: Business Administration, Higher Education, or related discipline)
  


• 
  Master’s degree or equivalent administrative certification preferred
  

Professional Experience

• 
  5 years in an administrative support position, ideally within an academic or higher education setting
  


• 
  Familiarity with Seventh-day Adventist institutions strongly preferred
  


• 
  Experience supporting strategic planning, governance, and accreditation processes
  

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Exceptional written and verbal communication skills in English, additional language(s) preferred

Advanced proficiency in Microsoft Office Suite, Google Workspace, and project management tools

Experience with student information systems (Banner or similar) preferred

Proven ability to handle confidential information with discretion

Strong organizational and multitasking abilities in fast-paced environments

Problem-solving and reasoning skills

 

Interpersonal interactions

Respectfull of all people, diplomatic, service-oriented approach with attention to detail

Familiarity with Adventist education principles and commitment to Christian service

Active membership in good standing in the Seventh-day Adventist Church, upholding biblical principles in all interactions and administrative processes.

Willingness to work outside standard hours as needed to support university events or urgent academic matters.

Commitment to the university’s mission of holistic Adventist education, service, and academic excellence.

Physical demands

Ability to sit for extended periods while working at a computer

Occasional lifting of materials up to 25 pounds

Work environment

Professional office environment within Academic Administration

Collaborative work with deans, department heads, and external academic bodies

Regular interaction with faculty, staff, students, and visitors

May supervise office staff or student assistants as delegated

Quiet to moderate noise levels