Department: Recruitment and Hiring - JM

Pay Rate Type: Salary

Job Summary:

The administrative assistant will support the office of the vice president and chief of staff, the vice president of planning and strategy, and oversee the office functions that support both vice presidents and provide additional support to the director of administration and operations in the Office of the President. Primary responsibilities include complex scheduling, travel logistics, communications, events, and administrative operations to ensure the effective and efficient use of the vice presidents’ time. This highly trusted role requires independent judgment, discretion, and exceptional organizational and communication skills to support both routine operations and special initiatives, including executive searches, budget management, office systems, and campus and off-campus events. Acting as a key liaison with senior leaders, faculty, staff, and external stakeholders, the individual in this role handles highly confidential matters and provides administrative support to the vice presidents while working collaboratively across the institution in a fast-paced environment that demands flexibility and attention to detail. The ability to manage multiple and competing priorities and operate with the highest degree of discretion is a key requirement for this position.

Essential Functions

• Manage both vice presidents’ calendars, exercising considerable discretion and judgment in setting priorities and ensuring effective use of their time
• Prepare and manage daily meeting materials for the vice presidents, including agendas, background materials, bios, event briefings, and other relevant information; anticipate needs and coordinate with meeting organizers to ensure materials are provided in advance
• Coordinate and manage travel logistics for the vice presidents, including travel arrangements, ground transportation, dining reservations, itineraries, briefings, and other supporting materials; coordinate related logistics for special events and public functions, including guest travel, accommodations, and other event-related needs
• Organize various ad hoc committee meetings, steering committee meetings for major projects, and new initiatives across campus from the direction of the president and in coordination with the director of administration and operations
• Serve as a key point of contact for the vice presidents, helping to obtain information, answer questions, resolve issues, and facilitate timely communication
• Support confidential executive searches in collaboration with the office of the president and executive search firms, including scheduling, logistics, communications, candidate materials, and related coordination
• Manage other administrative operations for the offices reporting to the vice presidents, including operating budgets, endowed funds, information technology systems, and official records and files
• Work collaboratively with the director of administration and operations, executive assistants, administrative assistants, and liaisons to the board of trustees to ensure timely coordination of meetings, materials, and follow-up.
• Assume responsibility for a variety of special projects
• Coordinate and manage events, including but not limited to guest lists, invitations, menu planning, and other special arrangements
• Provide logistical support for meetings, retreats, ceremonies, and special events associated with the Office of the President, including commencement weekend and Board of Trustees meetings
• Manage other administrative functions of the vice president and chief of staff, vice president of planning and strategy, and director of administration and operations, as needed
• This position requires occasional evening and weekend work, including periodic travel several times per year

Position Qualifications

Minimum Qualifications:

• Bachelor’s Degree or equivalent of education, training, and experience.
• 5 years of experience providing administrative support within complex organizations.
• Ability to interact with a wide range of internal and external constituents with courtesy, tact, discretion, and sound judgement.
• High level of proficiency with Microsoft Office and Google Workspace
• Demonstrated written communication skills, with the ability to prepare clear, polished correspondence, briefing materials, and other executive communications
• Experience in managing budgets and tracking expenses
• Strong attention to detail
• Ability to manage multiple priorities, work effectively under pressure, and meet deadlines in a fast-paced environment.
• Ability to exercise sound judgment, maintain strict confidentiality, and operate with discretion
• Ability to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a dynamic community

Preferred Qualifications or Skills:

• 7-10 years of experience supporting senior leadership in higher education, government, nonprofit, or similarly complex organizations preferred
• Experience with enterprise resource planning (ERP) software strongly preferred, Workday desired