SPALDING UNIVERSITY

Compensation

Full Description

Special Assistant - Office of the President Department: Office of the President Reports to: President Classification: Full-time, exempt Location: On-campus Position Summary The Special Assistant serves as a key strategic partner to the President, providing high-level coordination and support for presidential initiatives, institutional projects, and executive office operations. This role manages the flow of information and engagement between the President and diverse stakeholders, including the Board of Trustees, senior leadership, faculty, staff, students, alumni, donors, and external partners. The Special Assistant exercises sound judgment, discretion, and diplomacy while advancing Spalding University's strategic priorities in a fast-paced, collaborative environment. Key Responsibilities Strategic Project Management • Lead, coordinate, and execute special projects and strategic initiatives as assigned by the President, including development of project plans and timelines, monitoring progress, and ensuring timely completion of deliverables • Facilitate collaboration across departments and with external stakeholders through task groups, committees, and cross-functional teams • Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making • Track action items and ensure timely follow-up on presidential decisions and directives • Serve as a liaison between the Office of the President and administrative offices, faculty, staff, and external constituencies on assigned initiatives Board of Trustees Support • Plan and coordinate Board of Trustees meetings and retreats, including preparing agendas, materials, resolutions, minutes, and related communications • Maintain official Board policies and records; distribute updates as needed • Coordinate travel and logistics for Trustees attending university events • Serve as liaison to individual Trustees and assist with onboarding of new Board members • Prepare post-meeting documentation including minutes, reports, summaries, and follow-up correspondence Executive Office Coordination • Schedule and coordinate meetings for the senior leadership team and individual sessions with the President • Assist in coordinating agendas for direct reports, staff meetings, and leadership retreats; record meeting notes and track follow-up items • Serve as primary point of contact for matters requiring presidential attention; exercise sound judgment and discretion in managing priorities and access • Manage the President's Office budget. • Provide backup support across the President's Office team as needed Stakeholder Relations and Communication • Liaison with senior leadership, Board members, faculty, students, alumni, donors, and other key constituencies on behalf of the President • Convene and coordinate communication between senior-level administrative offices and the President's Office • Prepare presentations, reports, and briefing materials for internal and external audiences • Represent the President's Office at campus events and with external partners as appropriate Other Duties • Coordinate with the President on scheduling, events, and logistics that support presidential effectiveness • Perform other duties as assigned to support the mission and strategic priorities of Spalding University Required Qualifications • Bachelor's degree • Minimum 5 years of progressively responsible professional experience in project management, executive support, or related roles • Proven success navigating complex organizations and engaging diverse, senior-level stakeholders • Exceptional written, verbal, and interpersonal communication skills • Strong organizational and time-management skills; ability to manage multiple priorities and remain calm under pressure • Impeccable attention to detail and commitment to accuracy • High integrity and professionalism; demonstrated discretion and judgment when handling confidential information • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools • Ability to work independently with minimal supervision while maintaining collaborative relationships • Commitment to service, collaboration, and institutional excellence Preferred Qualifications • Master's degree • Higher education experience, particularly in a university president's office or senior administrative role • Experience supporting a board of trustees or similar governing body • Project management certification or formal training • Experience managing budgets and financial reconciliation • Familiarity with Catholic higher education or mission-driven institutions Work Environment • Office-based position with regular interaction across campus and with external partners • Some travel required for off-site meetings, Board retreats, and university events • Extended hours including nights and weekends during peak periods such as Board meetings, Commencement, and strategic initiatives • Fast-paced environment with frequent interruptions and high-volume activity requiring flexibility and adaptability • Daily contact with students, staff, faculty, Board members, donors, and community partners ABOUT SPALDING UNIVERSITY: Spalding University offers a comprehensive package including medical, dental, vision, Spalding matching contribution up to 5% to your 403b/Roth retirement plan, generous Paid Time Off program, Parental Leave, paid holidays, paid life insurance and long-term disability, paid time for volunteering, and more. Situated in the heart of downtown Louisville, Kentucky's largest city, Spalding University combines a rich social justice history and a commitment to community service as we attract students who desire a high-quality education in a very personalized setting. An engaged faculty serves nearly 2,000 students at the bachelors', master's and doctoral levels, providing real-world learning in liberal and professional studies. Faculty, staff and students are united by the institutional mission: Spalding University is a diverse community of learners dedicated to meeting the needs of the times in the tradition of the Sisters of Charity of Nazareth through quality undergraduate and graduate liberal and professional studies, grounded in spiritual values, with an emphasis on service and the promotion of peace and justice With a focus on service and leadership, Spalding offers all students a mission-driven connection to community and comprehensive learning resources while striking a distinctive balance serving the educational needs of both the traditional student and the working student. In addition, our unique 8-week class delivery format affords students scheduling flexibility amidst other life responsibilities. Spalding aspires to become the first choice for students of compassion and service. Celebrated for a rigorous yet nurturing environment, emulated for interdisciplinary collaborations, and acclaimed for contributions to the community. Spalding University is an Equal Employment Opportunity employer. The University complies with all federal, state and local equal employment opportunity laws. It is the University's policy not to discriminate against any individual or group of individuals and to provide equal employment opportunity to all qualified persons regardless of race, color, national origin, age, disability, religion, sex, pregnancy, sexual orientation, gender identity, marital status, military status, veteran status or other protected status. All job offers are contingent upon successful completion of a criminal background check.