Executive Assistant to the Dean of Students
The Principia, Elsah, IL, United States
Executive Assistant to the Dean of Students
Department/Location: Student Life, Elsah Campus
Position Type: Full-time, 12-month Summary
The Executive Assistant to the Dean of Students provides high-level administrative and operational support to the Dean, ensuring the efficient functioning of the Office of Student Life. This role is responsible for managing the Dean's calendar, coordinating meetings and taking notes, monitoring project targets and compliance due dates, supporting residential operations and office management, and serves as the first point of contact, welcoming and directing students, staff, and visitors to appropriate Student Life personnel and resources. The Executive Assistant serves as a liaison between the Dean and internal and external stakeholders and plays a key role in helping the Dean stay informed, organized, and responsive.
At our award-winning Early Childhood through grade 12 Principia School in St. Louis, Missouri, and top-ranked Principia College in Elsah, Illinois, Principia faculty and staff make up a close-knit community of educators, coaches, and professionals taking a distinct approach to educationblending academic excellence with Christian Science-based character education. Principia's team of over 500 employees supports not only Principia School and Principia College, but also a worldwide network of Alumni & Friends.
Principia employees are part of an engaging academic community preparing students to be tomorrow's leaders, thinkers, and changemakers. We strive to create a collaborative and inclusive environment where everyone feels they belong and are valued.
Primary Responsibilities
Serve as the primary point of contact for the Dean, assisting with prioritizing requests and ensuring timely communication with students, faculty, staff and external stakeholders
Maintain a professional and welcoming environment for the Office of Student Life; greet students, staff, and visitors and direct them to appropriate resources or personnel
Manage the Dean's calendar, schedule meetings, draft internal department communications as needed, and coordinate travel arrangements and event logistics
Monitor the Dean's email to elevate action items as needed and ensure timely response to students, staff, and other stakeholders
Manage timely and efficient admin and other department meetings; prepare materials, agendas, and follow-up documentation; take and distribute meeting minutes/action items
Provide administrative support to the Director of Residential Life, including record-keeping and coordination of housing assignments, break-housing logistics, facilities requests, student complaints, and related communications
Track due dates and deadlines for Dean's office action items, including key project/initiative milestones by providing timely communication and reminders or other information to project team members; provide regular updates to the Dean on progress and next steps
Plan and execute department professional development and internal training, after action reviews, and support events such as orientation, and other programs or activities as assigned
Oversee day-to-day operations of the Office of Student Life, including supplies, equipment, and office systems
Maintain confidential files and records in accordance with institutional policies and legal requirements; serve as the Maxient Administrator for Student Life
Support budget tracking, purchasing, and expense reporting; monitor, reconcile, and report on departmental budgets; prepare and process purchase requisitions and credit card reconciliations
Represent the Office of the Dean of Students in cross-departmental meetings and campus committees as needed
Policy, Compliance & Governance
Ensure timely tracking of compliance deadlines, including trainings and other actions or initiatives required for state, federal, or institutional compliance
Maintain and publish Student and Department Handbooks, coordinate handbook updates and distribution
Support student complaints processes and accountability systems as assigned
Assist with data collection, institutional reporting, and departmental planning aligned with organizational priorities
Core Competencies
Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on communications; prioritizes multiple requests and shifting demands with accuracy and timeliness
Oral and written communication: Demonstrates strong written and verbal communication skills across diverse audiences (students, faculty, staff, external partners); listens actively, seeks clarification when needed; speaks clearly and persuasively in any situation
Interpersonal: Maintains a welcoming, student-centered office environment; responds professionally with empathy and discretion; maintains confidentiality
Planning and Organization: Demonstrates ability to be detail-oriented; manages calendars, schedules, and deadlines to ensure efficiency in office operations; demonstrates proficiency with database and record-keeping systems; tracks and follows through on tasks, ensuring commitments are met; uses productivity software effectively; anticipates needs and ensures smooth execution of meetings, travel, and events; maintains reliable office systems, equipment, and digital/physical file management
Judgement: Includes appropriate people in decisions and processes; exercises sound judgment in elevating issues to leadership; maintains discretion and confidentiality while balancing competing priorities
Collaboration: Builds positive working relationships with campus partners to advance department goals; demonstrates adaptability and teamwork when supporting colleagues across Student Life
Minimum Qualifications
Student of Christian Science required
Supportive of Principia's guiding statements as articulated here https://www.principia.edu/about/guiding-statements
Bachelor's degree required; relevant experience may substitute for education
3 years of administrative or executive support experience, preferably in a higher education or student affairs setting
Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced, and often changing environment
Excellent written and verbal communication skills
Proficiency in office software, including Microsoft Office Suite, Google Workspace, project management tools, and student information systems (e.g., Banner) and or Maxient, or the ability to become proficient within a month or two of starting the position
Demonstrated ability to handle confidential information with discretion
Familiarity with residential life or student affairs operations preferred
Ability to work occasional evenings or weekends to support essential department events
The statements above describe the general nature and level of work but are not a complete list of responsibilities and are subject to change at the discretion of Principia.
Compensation and Benefits
We offer a competitive starting salary range for this position: $27.36- $31.83, commensurate with experience and qualifications.
In addition to salary, our comprehensive total rewards package includes:
Generous Employee Tuition Discount: Enjoy a 90% discount on tuition (pro-rated for part-time staff) for your eligible children enrolled from Pre-K3 through College (infant and acorn programs excluded).
Relocation: Principia provides a relocation imbursement of up to 12% of your annual salary, when moving from outside a radius of more than 50 miles
Professional Development: Access to learning opportunities, training programs, and career growth support.
Comprehensive Benefits: Learn more about all our benefits here, including comprehensive health, dental, and vision plans, paid time off, a 403(b) retirement plan with Principia matching, and more.
Equal Opportunity
Principia, a mission-driven institution, believes every person has the right to an equitable and respectful educational environment and workplace. Principia does not discriminate on the basis of race, color, national origin, ethnicity, gender (identity or expression), sexual orientation, family status, disability, age, or military or veteran status.
In hiring, admissions, and related decisions, Principiaas an institution with a religious missiongives preference, where appropriate, to Christian Scientists.
Department/Location: Student Life, Elsah Campus
Position Type: Full-time, 12-month Summary
The Executive Assistant to the Dean of Students provides high-level administrative and operational support to the Dean, ensuring the efficient functioning of the Office of Student Life. This role is responsible for managing the Dean's calendar, coordinating meetings and taking notes, monitoring project targets and compliance due dates, supporting residential operations and office management, and serves as the first point of contact, welcoming and directing students, staff, and visitors to appropriate Student Life personnel and resources. The Executive Assistant serves as a liaison between the Dean and internal and external stakeholders and plays a key role in helping the Dean stay informed, organized, and responsive.
At our award-winning Early Childhood through grade 12 Principia School in St. Louis, Missouri, and top-ranked Principia College in Elsah, Illinois, Principia faculty and staff make up a close-knit community of educators, coaches, and professionals taking a distinct approach to educationblending academic excellence with Christian Science-based character education. Principia's team of over 500 employees supports not only Principia School and Principia College, but also a worldwide network of Alumni & Friends.
Principia employees are part of an engaging academic community preparing students to be tomorrow's leaders, thinkers, and changemakers. We strive to create a collaborative and inclusive environment where everyone feels they belong and are valued.
Primary Responsibilities
Serve as the primary point of contact for the Dean, assisting with prioritizing requests and ensuring timely communication with students, faculty, staff and external stakeholders
Maintain a professional and welcoming environment for the Office of Student Life; greet students, staff, and visitors and direct them to appropriate resources or personnel
Manage the Dean's calendar, schedule meetings, draft internal department communications as needed, and coordinate travel arrangements and event logistics
Monitor the Dean's email to elevate action items as needed and ensure timely response to students, staff, and other stakeholders
Manage timely and efficient admin and other department meetings; prepare materials, agendas, and follow-up documentation; take and distribute meeting minutes/action items
Provide administrative support to the Director of Residential Life, including record-keeping and coordination of housing assignments, break-housing logistics, facilities requests, student complaints, and related communications
Track due dates and deadlines for Dean's office action items, including key project/initiative milestones by providing timely communication and reminders or other information to project team members; provide regular updates to the Dean on progress and next steps
Plan and execute department professional development and internal training, after action reviews, and support events such as orientation, and other programs or activities as assigned
Oversee day-to-day operations of the Office of Student Life, including supplies, equipment, and office systems
Maintain confidential files and records in accordance with institutional policies and legal requirements; serve as the Maxient Administrator for Student Life
Support budget tracking, purchasing, and expense reporting; monitor, reconcile, and report on departmental budgets; prepare and process purchase requisitions and credit card reconciliations
Represent the Office of the Dean of Students in cross-departmental meetings and campus committees as needed
Policy, Compliance & Governance
Ensure timely tracking of compliance deadlines, including trainings and other actions or initiatives required for state, federal, or institutional compliance
Maintain and publish Student and Department Handbooks, coordinate handbook updates and distribution
Support student complaints processes and accountability systems as assigned
Assist with data collection, institutional reporting, and departmental planning aligned with organizational priorities
Core Competencies
Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on communications; prioritizes multiple requests and shifting demands with accuracy and timeliness
Oral and written communication: Demonstrates strong written and verbal communication skills across diverse audiences (students, faculty, staff, external partners); listens actively, seeks clarification when needed; speaks clearly and persuasively in any situation
Interpersonal: Maintains a welcoming, student-centered office environment; responds professionally with empathy and discretion; maintains confidentiality
Planning and Organization: Demonstrates ability to be detail-oriented; manages calendars, schedules, and deadlines to ensure efficiency in office operations; demonstrates proficiency with database and record-keeping systems; tracks and follows through on tasks, ensuring commitments are met; uses productivity software effectively; anticipates needs and ensures smooth execution of meetings, travel, and events; maintains reliable office systems, equipment, and digital/physical file management
Judgement: Includes appropriate people in decisions and processes; exercises sound judgment in elevating issues to leadership; maintains discretion and confidentiality while balancing competing priorities
Collaboration: Builds positive working relationships with campus partners to advance department goals; demonstrates adaptability and teamwork when supporting colleagues across Student Life
Minimum Qualifications
Student of Christian Science required
Supportive of Principia's guiding statements as articulated here https://www.principia.edu/about/guiding-statements
Bachelor's degree required; relevant experience may substitute for education
3 years of administrative or executive support experience, preferably in a higher education or student affairs setting
Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced, and often changing environment
Excellent written and verbal communication skills
Proficiency in office software, including Microsoft Office Suite, Google Workspace, project management tools, and student information systems (e.g., Banner) and or Maxient, or the ability to become proficient within a month or two of starting the position
Demonstrated ability to handle confidential information with discretion
Familiarity with residential life or student affairs operations preferred
Ability to work occasional evenings or weekends to support essential department events
The statements above describe the general nature and level of work but are not a complete list of responsibilities and are subject to change at the discretion of Principia.
Compensation and Benefits
We offer a competitive starting salary range for this position: $27.36- $31.83, commensurate with experience and qualifications.
In addition to salary, our comprehensive total rewards package includes:
Generous Employee Tuition Discount: Enjoy a 90% discount on tuition (pro-rated for part-time staff) for your eligible children enrolled from Pre-K3 through College (infant and acorn programs excluded).
Relocation: Principia provides a relocation imbursement of up to 12% of your annual salary, when moving from outside a radius of more than 50 miles
Professional Development: Access to learning opportunities, training programs, and career growth support.
Comprehensive Benefits: Learn more about all our benefits here, including comprehensive health, dental, and vision plans, paid time off, a 403(b) retirement plan with Principia matching, and more.
Equal Opportunity
Principia, a mission-driven institution, believes every person has the right to an equitable and respectful educational environment and workplace. Principia does not discriminate on the basis of race, color, national origin, ethnicity, gender (identity or expression), sexual orientation, family status, disability, age, or military or veteran status.
In hiring, admissions, and related decisions, Principiaas an institution with a religious missiongives preference, where appropriate, to Christian Scientists.