Position Detail

Senior Administrative Assistant- Office of the President (#770)

Hiring Range:
$20.00 – $22.00 Hourly
Date Posted:
10/25/2018
Type/Department:
Staff in President's Office
Search Status:
Search Is Open - Accepting Applications
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Under the general direction of the Chief of Staff, the Senior Administrative Assistant is an integral part of the administrative team and provides support and coordination in the Office of the President. The Senior Administrative Assistant provides administrative support and coordination in both the Office of the President and the Office of Diversity, Equity and Inclusion.  The Senior Administrative 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.

The Senior Administrative Assistant works collaboratively across the College with other departments and teams in carrying out the responsibilities listed below:

Office Support:

  • Responsible for front of office operations. Serve as the primary point of initial contact on all correspondence, telephone calls, and guests.
  • Maintain call log and other point of contact information.
  • Receive, screen, and distribute correspondence, in email or in written form.
  • Direct concerns to the appropriate staff member for quick resolution and action.
  • Coordinate meetings ranging from routine to complex.
  • Assist the VP for Equity and Inclusion with her calendar and other commitments.
  • Arrange complex and detailed travel plans and itineraries, and compile documents for travel-related meetings.
  • Maintain organization and cleanliness of physical spaces and office equipment. Create and submit facilities management work orders as needed. Order office supplies.
  • Perform general office tasks such as copying, filing and other clerical work.
  • Provide backup support for the Executive Assistant.

Events:

  • Support programming and events out of the Office of Diversity, Equity and Inclusion.
  • 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.
  • Manage the planning and support for 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.
  • Assist the Executive Assistant with Presidential Events as needed. 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.

Budget:

  • Process expenses and reimbursements.
  • Assist with monthly budget projection and reconciliation.
  • Ensure compliance with Mount Holyoke’s financial policies and procedures.

As needed:

  • Support and anticipate needs related to special projects and initiatives in the Office of the President. Complete other special projects as assigned.
  • Prepare or collect meeting materials, including agendas, minutes, and appendices or handouts.
  • Meticulously update and maintain electronic files and resources.
  • Any other duties as assigned.

A successful Senior Administrative Assistant will:

  • Proactively manage and prioritize the administrative support operations in the Office of the President, related to appropriate progress on projects and meeting deadlines, research and other information gathering, communication, scheduling and travel.
  • Maintain a professional demeanor at all times and exhibit tact and discretion.
  • Demonstrate good judgment in decision-making and the ability to maintain strict confidentiality.
  • Communicate in a clear, courteous, responsive manner with internal and external community members. Respond to internal and external inquiries in a 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.
  • Manage the timely flow of information and materials to/from the Office of the President at all times.
  • Multi-task and transition quickly between projects to address specific situations, and manage multiple, concurrent projects, and still meet strict deadlines.
  • Work effectively under pressure, and with accuracy and attention to detail.
  • 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 faculty, staff, students and alumnae.
  • 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, as well as skill in operating all standard office equipment.
  • 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

  • Bachelors degree (or equivalent work experience) and at least 5 years’ experience as an administrative or executive assistant
  • Preference given to those candidates with experience in an academic institution of higher education.

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.