Executive Assistant- Office of the President (#771)
- Hiring Range:
- $ – $49,000.00 Annually
- Date Posted:
- 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 Executive Assistant is an integral part of the administrative team and provides support and coordination in the Office of the President. The Executive Assistant will provide other administrative support as required by the President, the Chief of Staff, and the Senior Advisor to the President. The Executive 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; this position requires occasional nights and weekends for board meetings and college ceremonies.
The Executive Assistant works collaboratively across the College with other departments and teams in carrying out the responsibilities listed below:
- Complete a variety of administrative tasks for the Chief of Staff, including but not limited to managing the president’s active calendar of appointments. Help plan, coordinate and ensure the president’s schedule is followed and respected.
- Work closely and effectively with the President and the Chief of Staff to prepare and keep them well informed of upcoming commitments and responsibilities.
- Prepare or collect meeting materials, including agendas, minutes, and appendices or handouts. Identify documents that are incomplete, inaccurate or lacking proper input and seek necessary revisions before advancing to the Chief of Staff or President.
- Coordinate meetings ranging from routine to complex.
- Arrange complex and detailed travel plans and itineraries, and compile documents for travel-related meetings.
- Assist the President with preparing materials for internal and external presidential communications and remarks, including comparative and archival research.
- Assist the President and VP for Advancement with presidential correspondence, including acknowledgement letters and other notes (event follow up, thank you, condolence, etc.).
- Responsible for inauguration invitation process, including but not limited to creating and mailing certificates, working with Advancement to coordinate delegates, and maintaining electronic records.
- Compose general hardcopy correspondence for President’s signature as needed.
- Perform general office tasks such as copying, filing and other clerical work.
- Provide backup support for the Senior Administrative Assistant, including front office coverage.
- 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.
- Take initiative in drafting communications and other meeting materials for the Secretary of the College.
- Assist board members/chair as requested. Duties may include scheduling conference calls and other meetings, taking minutes at meetings, and other general administrative support.
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.
- 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 Executive 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.
- Manage the timely flow of information and materials to/from the Office of the President at all times.
- 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, 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 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 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, 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.