Executive Assistant to the President and President's Office

Kenyon College seeks a qualified applicant to fill the position of Executive Assistant to the President and President’s Office. The Executive Assistant to the President and President’s Office provides professional administrative support for the President, the Chief of Staff, and the General Counsel, handling sensitive matters with discretion and confidentiality. This full-time in-person position is responsible for day-to-day operations of the Office of the President, including, but not limited to, maintaining the President’s calendar, communications, and travel; coordination of meetings and events; accurate and timely budget tracking; and following up on meeting action items. The person in this position exercises initiative and independent judgment in managing the President’s schedule and the office’s daily activities. The Executive Assistant also greets visitors, answers phone calls, performs computer work, and provides other office support, ensuring key operational and administrative functions are carried out successfully. The work of the President’s Office is dynamic and requires a willingness to be flexible and adjust to the changing needs of the office and an understanding that other duties may be assigned. 

Primary Responsibilities

• Provide administrative support to the President, Chief of Staff, and General Counsel.
• Facilitate the efficient use of the President’s time by managing and coordinating a complex calendar of appointments, social engagements, and College and community functions with individuals and groups.
• Understand the sensitivity associated with commitments to the President’s time, anticipating time commitments for future projects requiring the President’s review and work time.
• Arrange, coordinate, and schedule meetings, appointments, and special events.
• Coordinate, process, and manage travel arrangements, as requested.
• Assist the Administrative Assistant with ordering supplies and staffing the front desk when necessary.
• Develop an understanding of the personal preferences of the members of the office.
• Manage the Presidential email account by evaluating the incoming messages, directing relevant emails to the President, determining whether someone else on campus should receive the information, and/or handling any action required by the correspondence.
• Gather information and draft communications, routine correspondence, emails, memorandums, meeting minutes, briefings, remarks, and presentations.
• Coordinate incoming and outgoing correspondence, determining the next steps and the appropriate response.
• Prepare correspondence for distribution or approval and signature, including that from other offices, checking the documents for completeness and accuracy with the highest attention to detail.
• Manage the physical office space and ensure that the office is welcoming to all visitors.

Financial Management

• Assist with the management and monitoring of budgets under the control of the Office of the President.
• Monitor office expenditures and budget.
• Process the P-card statements and reimbursement requests for the President and for themselves, following established College procedures and timelines; may be asked to assist with these for other members of the Division from time to time and/or as necessary
• Process financial transactions for the Office of the President, including invoices, fund transfer requests, reimbursements, subscriptions, and memberships, among others.
• Ensure that all financial transactions are handled in a timely manner and with a high degree of accuracy.

Event Preparation

• Work closely with colleagues across campus to ensure an effective and efficient system by which the President receives requests for participation, event information, and remarks or main talking points in advance of scheduled events.
• Work closely with other members of the office to organize successful meetings hosted by the President or other members of the office, including senior staff meetings, by making appropriate room, technology, and dining arrangements.

Crisis Response

• Assist the Chief of Staff and President with crisis management by launching and managing a critical event response sheet and sharing it with the relevant parties on campus.
• Suppors crisis response in other ways, depending on the event or need.

Other

• Develop collaborative and positive working relationships with