Position Detail

Special Assistant - Office of the President (#643)

Hiring Range:
$56,000.00 – $ Annually
Date Posted:
02/09/2018
Type/Department:
Staff in President's Office
Search Status:
Interviewing Candidates - not Accepting Applications
Apply Now:
We are not accepting applications for this position at this time.

The Special Assistant is an integral part of the administrative team and provides support and coordination in the Office of the President. The Special Assistant works collaboratively across the College with other departments and teams in carrying out the responsibilities listed below. Reporting directly to the Chief of Staff, the Special Assistant manages all presidential events, including Convocation and Commencement, and provides support to and collaborates with the Secretary of the College and Board of Trustees. The Special Assistant will also provide other administrative support as required by the President, the Chief of Staff, and the Senior Advisor to the President. This position requires occasional nights and weekends for board meetings and college ceremonies.

Event Management:

  • Work with campus partners (including Advancement, the Alumnae Association, Student Life, Center Directors, Conference and Events Services, Dining Services, President’s House staff and external consultants and vendors) to ensure success in all aspects of presidential events. Events include those initiated and/or sponsored by the President’s office, events that include the president and are sponsored by other departments, and all events held at the President’s House.
  • Ensure high-quality event logistics; coordinate and/or produce pre-and-post event materials such as invitations, event collateral, nametags, give-aways, and personalized follow up.
  • Work to build and maintain a successful, responsive presidential events program. Ensure protocol and guidelines for presidential events are followed, and that briefing materials are complete and standardized. Work collaboratively and proactively to review and maintain the protocols periodically/as needed.
  • Manage the planning and support for presidential programs and events (meetings, campus workshops, receptions, etc.) including scheduling, making travel arrangements, managing RSVPs and attendees, making room reservations, ordering food and drink, setting up meeting spaces, and other details as needed, with assistance from other administrative staff.
  • Coordinate meeting logistics for internal and external meetings, including but not limited to meetings of the Board of Trustees.
  • Oversee the logistics for Convocation and Commencement activities. Manage the facilitation of the College’s Convocation and Commencement proceedings including the coordination of facility scheduling, catering, A/V, rentals and set-ups, contract negotiation, and event staff supervision. Staff the Honorary Degree Committee and Senior Class Board Meetings.
  • Coordinate, with the House Manager, the overall facilitation of internal/external special events at the President’s House.

Board of Trustees (under direction of the Secretary of the College):

  • Coordinate logistics for meetings of the Board of Trustees, and process expenses for these. Coordinate arrangements for trustee travel, lodging, meals, etc.
  • Maintain up-to-date trustee contact and service information and ensure the system of record (currently Colleague) is up-to-date by providing timely and accurate information to campus partners in the Alumnae Association and Advancement.
  • Collect, organize, and prepare meeting materials both online and in hardcopy.
  • Maintain all aspects of Board Effect, including but not limited to meeting materials and trustee bios.
  • Assist board members/chair as requested. Schedule conference calls and other meetings as needed.

Planning and Assessment:

  • Staff the College Planning Committee (CPC) in conjunction with Mount Holyoke’s strategic plan. Take minutes and track action items.
  • Collect, organize, and prepare meeting materials both online and in hardcopy.

Office Support:

  • Complete other special projects as assigned.
  • Provide backup support for the Administrative Assistant, including front office coverage, as needed.
  • Perform other administrative tasks as needed.

A successful Special Assistant will:

  • Maintain a professional demeanor at all times and exhibit tact and discretion.
  • Communicate in a clear, courteous, and helpful manner with internal and external community members. Respond to internal and external inquiries in an informed and timely manner.
  • Work as part of a team as well as independently on a wide variety of projects.
  • Prioritize work duties, and demonstrate effective time management skills.
  • Multi-task and transition quickly between projects to address specific situations, and manage multiple, concurrent projects, and meet strict deadlines.
  • Work effectively under pressure.
  • Demonstrate accuracy and attention to detail.
  • Demonstrate good judgment in decision-making and the ability to maintain confidentiality.
  • Possess excellent oral and written communication capacities, proofreading skills.
  • Possess strong relational and interpersonal skills and maintain effective, professional, and cooperative working relationships to collaborate successfully with other college departments and offices.
  • Interact professionally with a diverse community of trustees, faculty, staff, students and alumnae.
  • Possess general knowledge of routines and procedures for Board Meetings.
  • Possess advanced knowledge of computer software such as word processing, spreadsheet and database management, and desktop publishing; including specialized software applications for the Board of Trustees.
  • Possess knowledge of clerical office procedures, including knowledge of principles and procedures of record retention and management.
  • Compose, edit, and/or format business correspondence and reports.
  • Have the ability to interpret and apply pertinent College rules, regulations, policies, and procedures in the course of carrying out their role.

Education and Experience

  • Bachelor’s degree plus at least 5 years’ experience as an executive assistant in academic administration.

The salary for the position is $56,000 or commensurate with experience.

For interested internal applicants:  To guarantee consideration, please submit application materials before February 19, 2018.

Please Note:  Internal candidates will be given preference.

Mount Holyoke College is an Equal Opportunity Employer.

Mount Holyoke College is committed to enriching the educational experience it offers through the diversity of its faculty, administration, and staff members. Mount Holyoke seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, and relevance in a global society. In furtherance of institutional excellence, the College encourages applications from individuals from underrepresented groups, including faculty, staff, and administration of color, diverse gender identities, first generation college students and individuals who have followed non-traditional pathways to college, and individuals with a demonstrated leadership commitment to including diverse backgrounds and perspectives.