Part-Time Executive Assistant

Who We Are :

At Ave Maria Press, we set hearts on fire by leading people to know, love, and serve God. With a rich legacy of publishing high-quality, trustworthy Catholic content, we are a leader in publishing Catholic theology curriculum, ministry resources, and books on prayer and spirituality. We are looking for an energetic, mission-driven person to join our team as an Executive Assistant to support our CEO and leadership team.

The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. The Executive Assistant must be a highly resourceful team player and an extremely effective independent contributor. They must also demonstrate the ability to achieve high-performance goals and meet deadlines in a fast-paced environment.

Essential Duties and Responsibilities :

Support the CEO and provide additional support to Core leadership team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently

Complete a broad variety of administrative tasks for the CEO, including managing a calendar appointment; composing and preparing confidential correspondence; arranging travel plans, itineraries, and agendas; compiling documents for meetings; taking meeting notes; and communicating on behalf of the CEO with employees, vendors, customers, authors, and others as directed

• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature; help to determine an appropriate course of action, referral, or response

Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately

Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings

Manage intellectual property documentation and renewals, including trademarks and copyrights

Provide administrative support for the Ave Maria Press Board of Directors; assist board members with travel arrangements, lodging, and meal planning as needed; send out meeting details and other communication; and help to create presentation slides and other materials

Provide administrative support for the Core leadership team meetings, including assisting in scheduling and attending meetings when needed; compile agendas and take minutes to circulate to team; follow up on action items from meetings to ensure goals and objectives are being met

Coordinate all company meetings and logistics

Facilitate cross-departmental coordination of travel and outreach plans

Qualifications :

Bachelors degree or equivalent experience

Minimum 2 to 3 years of experience supporting C-Level Executives, preferably in a nonprofit organization

Ability to exercise sound judgment in a variety of situations

Expert written and verbal communication

Strong organizational skills that reflect the ability to perform and prioritize multiple tasks with excellent attention to detail

Ability to work independently on projects and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.

Ability to prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures

Proven ability to handle confidential information with discretion and demonstrate the highest level of customer / client service and response

A proactive approach to problem-solving with strong decision-making capability

Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, customers, vendors, and authors

Professional, polite, attentive, and accurate

Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Google workspace, Dropbox, and Canva

Actively practicing Catholic preferred

Position Details :

This is a part-time hourly position of approximately 20–25 hours per week between the business hours of 8 : 00 AM and 4 : 30 PM (EST), Monday through Friday.

The position is located at our office in Notre Dame, Indiana, and can allow some hybrid scheduling. The exact schedule will be discussed and decided upon during the interview and offer stage.

This role offers a supportive company culture, competitive compensation, paid time off, and a 403(b) retirement plan.

Travel Expectations : None.

Ready to Apply?

Please send your resume and cover letter to

Lisa Hanback at lhanback@nd.edu

Work Authorization / Security Clearance : You must be legally authorized to work in the United States. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Ave Maria Press provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.