Executive Assistant and Operations Manager

If you are a current Barnard College employee, please use the internal career site to apply for this position.

Job:

Executive Assistant and Operations Manager

Job Summary:

The Executive Assistant and Operations Manager, President’s Office, provides high-level, confidential administrative support to the Executive Vice President for Strategy and Chief Administrative Officer (EVP) and ensures efficient daily operations within the President’s Office. This role is a key representative of the President’s Office, responsible for front desk operations, managing office logistics, assisting with Board and Senior Staff meetings, supporting events, and handling financial transactions. The ideal candidate is highly organized, detail-oriented, and able to maintain confidentiality, while being welcoming and flexible in a fast-paced, dynamic environment.

Job Description:

Duties & Responsibilities:

• Executive Support for the Executive Vice President for Strategy and Chief Administrative Officer

  • Manage and coordinate the EVP’s schedule, ensuring seamless day-to-day operations.

  • Serve as the primary point of contact for internal and external stakeholders on behalf of the EVP.

  • Prepare and organize briefing materials, presentations, and reports for meetings and events.

  • Arrange travel, accommodations, and logistical support for the EVP.

  • Maintain and update confidential files and records.

  • Draft and proofread correspondence and communications on behalf of the EVP.

• Office Operations & Front Desk Management

  • Oversee front desk operations, ensuring a welcoming and professional environment for guests and staff.

  • Answer and direct incoming calls, take messages, and manage inquiries.

  • Maintain knowledge of the President’s schedule to appropriately assist visitors and staff.

  • Order and maintain office supplies, snacks, and beverages, ensuring the President’s Office is well-stocked.

  • Coordinate IT and facility needs, including keys, equipment maintenance and work orders.

  • Handle incoming mail and deliveries, directing them to appropriate recipients.

  • Greet guests, assist with inquiries, or direct them to the appropriate staff. 

• Financial & Administrative Management

  • Process and track invoices, purchase orders, expense reimbursements, and membership payments for functions related to the President’s Office, Board of Trustees, and full division.

  • Monitor office budgets and spending to ensure fiscal responsibility.

  • Manage P-card transactions and expense reporting for the President’s Office.

• Meeting and Event Management

  • Support the coordination of Senior Staff and Board of Trustees meetings, including scheduling, logistics, and preparation of materials.

  • Assist with planning and executing special events, receptions, and meetings hosted by the President’s Office.

  • Arrange catering, set up meeting spaces, and ensure event logistics run smoothly.

  • Provide lead-up and on-site support at major events and appearances involving the President.

• Project Management for Special Projects

  • Oversee and execute special projects taking place across the division to support institutional priorities.

  • Develop project plans, track deliverables, and ensure timely completion of key initiatives.

  • Collaborate with various departments and stakeholders to coordinate project logistics.

  • Research and compile data to support decision-making and strategic initiatives.

  • Prepare and manage presentations and materials for divisional projects.

  • Establish and monitor project timelines, ensuring deadlines are met.

  • Provide regular updates and reports on project progress to the EVP.

• Other Executive Support

  • Provide backup support to the Executive Assistant to the President, assisting with scheduling, travel arrangements, and meeting preparation.

  • Assist with real-time schedule changes, including alerting stakeholders to any adjustments.

  • Support the Presid