Executive Assistant

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

Department

Communications and Marketing

Job Description

The Executive Assistant provides direct support to the Vice President for Communications and Marketing (VP) and ensures the smooth operation of the Office of Communications and Marketing. This role combines high-level executive assistance with budget management and office operations responsibilities, along with coordination of a small number of high-profile events each year.

The ideal candidate is highly organized, technologically savvy, and capable of thriving in a fast-paced environment. They will serve as the VP’s trusted partner for calendar and operational needs, the office’s go-to budget resource, and the point person for office management and cross-campus liaison work.

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

Executive Support 30%

• Manage and prioritize the VP’s complex calendar, coordinating across multiple internal and external stakeholders.
• Arrange travel, prepare meeting materials, and ensure the VP is fully supported for engagements.
• Draft, edit, and prepare correspondence and presentations as needed.
• Exercise discretion and sound judgment in managing sensitive and confidential matters.

Budget Operations 30%

• Serve as the division’s budget point person, running reports, tracking expenditures, reconciling ledgers, and monitoring accounts.
• Answer budget-related questions from staff, providing accurate information on available funds.
• Work with the VP to prepare financial reports, projections, and updates for leadership and the Board of Trustees.
• Liaise with Finance and Procurement to ensure compliance with college policies and accurate payment of invoices and purchase orders.

Office and Operations Management 25%

• Manage day-to-day office operations, including supplies, equipment, space coordination, and records management.
• Act as liaison with Facilities, IT, HR, and Finance to address operational needs and resolve issues.
• Coordinate onboarding logistics for new staff.
• Ensure compliance with college policies, records retention schedules, and operational standards.

Signature Speaker Coordination 15%

• Coordinate two annual colloquia and Commencement-related responsibilities (speaker and honorary degrees).
• Liaise with speakers’ bureaus and high-profile guests, managing contracts, travel, and visit logistics.
• Partner with Events Management and other campus offices to ensure seamless execution.
• Represent the college with professionalism in all external interactions.

Perform other duties as assigned by management.

Minimum Qualifications

Associate's degree and 5+ experience in Administrative Support. An equivalent combination of experience/education will be considered.

Skills

• Advanced proficiency with office technology (Google Suite, Word, Excel, scheduling tools, and financial systems such as Workday).
• Excellent written and verbal communication skills.
• Strong problem-solving skills and the ability to exercise sound judgment and maintain confidentiality.
• Ability to manage relationships diplomatically across a wide range of constituencies, including faculty, staff, trustees, and high-profile external guests.
• Demonstrated ability to manage complex calendars and competing priorities in a fast-paced environment.
• Strong financial and budget management skills, with experience in reporting, reconciliation, and liaising with finance teams.
• Proven ability to work independently while contributing to a collaborative team.

Additional Information

This position is hybrid eligible. Occasional work on evenings and weekends will be required for various events throughout the year.

Compensation

In addition to a competitive benefits package, pay for this role is typically between $29.99 - $36.66 hourly covering the middle half of market compensation. Actual compensation will vary based on individual qualifications.

Position Type

Regular

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.