Executive Assistant & Operations Coordinator

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Investments Office

Job Description

Job Summary

Coordinate and manage administrative and operational activities for the Investments Office. 

Administrative duties include scheduling, travel planning, event planning, vendor and service provider management, invoice and accounts payable management, office supply and equipment management, expense reporting, recording meeting minutes, and visitor reception assistance for members of the Investments Office team. 

Operational duties include maintenance of the Investments Office research management system, development of manuals for Investments Office processes, maintenance of Investments Office style guide and presentation templates, drafting and editing of Investment Committee materials, participation in the budget process, and onboarding of team members.       

Provide an efficient and highly professional level of service.  Maintain relationships with on-campus Smith College constituents.  Assist with special projects as needed. 

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Administrative Tasks (scheduling, travel planning, event planning, vendor and service provider management, invoice and accounts payable management, office supply and equipment management, expense reporting, recording meeting minutes, and visitor reception assistance for members of the Investments Office team)

Operational Tasks (maintenance of the Investments Office research management system, development of manuals for Investments Office processes, maintenance of Investments Office style guide and presentation templates, drafting and editing of Investment Committee materials, participation in the budget process, and onboarding of team members)

Assist with special projects as needed.

MINIMUM REQUIRED Qualifications (education, experience, certifications, licenses, knowledge, skills)

Bachelor's Degree and 5 or more years experience

Knowledge of Google Suite, Workday, Microsoft Office Suite, Zoom

Skills:

• Organization

• Process orientation

• Excellent written and verbal communication

• Time management

• Problem solving

• Judgment

• Self-Motivation

• Positive and helpful attitude

• Navigation of complexity and ambiguity

• Technological proficiency

• Intellectual curiosity

• Discretion

Preferred Qualifications

Notary Public (active commission or willingness to pursue the qualification)

Knowledge of: Dynamo, Expensify, LastPass, Doodle, Prism, Chicago Manual of Style

Skills:

• Board and executive correspondence

• Information science

Additional Information

This position is based onsite in Boston, MA.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application.

You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

July 30, 2025

Position Type:

Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts.  A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy reg