Executive Assistant to the President

Description

The Executive Assistant to the President provides high-level administrative support to the President of Lafayette College. Reporting directly to the Chief of Staff to the President, this position requires exceptional organizational skills, discretion, and the ability to handle confidential information with professionalism. The Executive Assistant serves as the primary support to the President, including managing a busy calendar -- efficiently and strategically scheduling meetings, events, and travel. The Executive Assistant will also serve as the primary point of contact for internal and external stakeholders on matters pertaining to the President and the Office of the President, and assist with managing and, at times, developing communications, under the direction of the President and Chief of Staff. Finally, the Executive Assistant will serve as the central member of the team that manages the activities and operations of the Office of the President, collaborating with the team to ensure all Office functions are handled in a timely and professional manner.

JOB DUTIES AND RESPONSIBILITIES

Essential:

Administrative Support:

• Provide administrative and executive level support to the President to efficiently administer the operations and initiatives of the office.

• Exercise initiative and independent judgement in the daily activities of the office.

• Manage the calendar of the President by helping create a schedule that facilitates meetings, events, and travel reflecting institutional strategic priorities.

• Coordinate logistics for events hosted or attended by the President. Coordinate Presidential events, as needed, including arrangements and setting up of the venues, ordering food, and setting up for virtual/hybrid meetings and conference calls, etc.

• Handle correspondence, prioritize incoming communications, and respond on behalf of the President when appropriate.

• Support the President in preparation for meetings, events, and speaking engagements by furnishing background research, data, and other relevant material in a timely manner.

Communications and Liaison:

• Serve as a liaison between the President’s office and various college departments, committees, and external entities.

• Serve as the hub for collecting and appropriately disseminating and distributing information.

• Coordinate with Vice Presidents and Division Heads in prioritizing the President’s attendance in meetings by balancing various critical and urgent engagements.

• Manage and assign incoming emails, phone calls, and other forms of communication for responses, follow-ups, and for facilitating finalization of various decisions.

• Communicate effectively and professionally on behalf of the President, both orally and in writing.

Office Management:

• Maintain office efficiency by overseeing administrative operations in coordination and collaboration with a small support team.

• Ensure the President’s office is well-equipped and organized.

• Manage office budgets, expenses, and procurement of supplies.

Confidentiality and Discretion:

• Handle sensitive and confidential information with utmost discretion and integrity.

• Maintain confidentiality in all interactions and communications involving the President’s office.

Special Projects:

• Undertake special projects and assignments as directed by the President.

• Conduct research, compile data, and prepare briefing materials for the President’s use.

• Assist the Chief of Staff in preparing high level and confidential presentations, briefings, and reports for the President, the Board of Trustees and other senior officers.

Perform other duties as assigned.

 

Qualifications

REQUIRED QUALIFICATIONS

Education, Experience and Knowledge:

• Bachelor’s degree preferred.

• Minimum 5 years of experience with proven ability to work collaboratively and professionally with all levels of colleagues within an organization.

 

KEY COMPETENCIES

• Demonstrable record of collaborative, creative, effective, and ethical administrative work.

• Possess the highest level of commitment to Lafayette’s liberal arts mission.

• Team player with exemplary integrity and strong work ethic.

• Evidence of appropriate software and technological skills to ensure streamlined office communications including preparation of documents using Microsoft Office suite.

 • Evidence of experience in collaborating