Administrative Assistant for the Office of the President

Description

About the Opportunity  

The Office of the President is seeking a highly organized and detail-oriented Administrative Assistant to support the smooth operation of the President's office. This position plays a vital role in ensuring the President can focus on strategic leadership by managing day-to-day administrative functions, coordinating complex schedules, and facilitating seamless communication across the institution. 

Key Responsibilities 

Executive Support & Calendar Management 

• Manage the President's calendar and scheduling, gathering and organizing materials and background information for meetings and obligations 

• Coordinate the President's travel arrangements, including planning, reservations, and creating detailed itineraries 

• Prepare expense reports, credit card reconciliations, cash reimbursements, check requests, and process invoices 

Communication & Correspondence 

• Handle the President's correspondence, including acknowledgment notes, birthday cards, and holiday greetings 

• Serve as the first point of contact for the office, warmly receiving guests and visitors, answering and routing phone calls 

• Monitor and manage the President's email account 

• Open, sort, scan, and distribute mail as needed 

Event Planning & Coordination 

• Plan and coordinate events for the President's Office and campus-wide initiatives, including room reservations, facilities work orders, catering contracts, A/V setup, invitations, RSVP management, and parking arrangements 

• Support Commencement event planning and logistics as assigned 

• Assist with event set-up and supply management 

General Office Operations 

• Perform general office duties including copying, scanning, filing, and ordering supplies 

• Provide additional support and complete duties as assigned 

Qualifications

What We're Looking For  

Required Qualifications: 

• High school diploma 

• Experience in an office setting, preferably at the executive level and/or in higher education 

• Proficiency with Microsoft Office suite (Word, PowerPoint, Excel) 

• Exceptional organizational skills with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously with meticulous attention to detail 

• Excellent written and oral communication skills with strong grammatical and clerical abilities 

• Outstanding customer service and interpersonal skills 

• Demonstrated critical thinking and problem-solving capabilities 

• Ability to work independently and collaboratively with all levels of the institution and external constituents 

• Strict commitment to confidentiality and discretion when handling sensitive information; understanding of FERPA regulations 

• Ability to thrive under pressure in a fast-paced environment 

Preferred Qualifications: 

• College degree 

Physical Requirements: 

• Ability to sit for extended periods and operate office equipment including computers and printers 

• Capability to travel independently to various on- and off-campus locations on behalf of the College 

• Availability to work occasional evenings and weekends 

• Ability to perform light lifting for event setup and supply storage 

Application Instructions

How to Apply  

Please submit:  

• Current resume  

• Cover letter highlighting your relevant experience  

• Contact information for three professional references  

What We Offer 

•  Be Part of a Purpose-Driven Community: Your work will help create a safe, beautiful, and inviting campus that supports learning, leadership, and civic engagement.  

• Work in a Unique Setting: Our campus is a certified arboretum, offering the opportunity to care for a diverse collection of trees and green spaces in a historic and inspiring environment