"Administrative Associate"

Job Summary

The Administrative Associate reports to the Assistant to the President and provides advanced administrative, operational, and logistical support to ensure the efficient functioning of the Office of the President. This role requires excellent written and oral communication, a high degree of independent judgment, discretion, and attention to detail. This position often handles sensitive and confidential information.

Administrative Support:

• Manages and maintains the calendar of the President. Organizes and schedules appointments, meetings and conferences, coordinating necessary materials and communications for the President.
• Key contact for the Advancement, Student Affairs and Admission offices regarding presidential events. Coordinates and processes travel arrangements, itineraries, logistics and materials for the President, as well as reconciling associated expense reports.
• Researches, prepares and edits presentations and other documents.
• Serves as the primary point of contact for the office, greeting visitors, answering and screening telephone calls, and responding to or routing inquiries from students, faculty, staff, and the public.
• Manages incoming and outgoing mail and correspondence. Arranges for the regular and timely pick up of mail; opens and organizes office mail and distributes to the appropriate staff for follow up.
• Provides calendar assistance as needed to the Assistant Vice President for Inclusive Excellence and Community Engagement and the Assistant Vice President for Legal Affairs.
• Maintains organized physical and electronic filing systems and databases for the Office of the President.
• Orders and manages office supplies inventory, research new suppliers, and ensure office equipment is maintained.

Event Coordination and Support:

• Collaborates and assists with the planning and coordination of President’s Office events, and support as needed for Board of Trustees Meetings and Institutional events.
• Works with relevant on and off-campus partners to organize other special events and activities of the Office of the President.

Other Duties as assigned:

Performs all other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Minimum Qualifications:

• Requires a Bachelor’s degree and 3-5 years of relevant experience or an equivalent combination of education and experience.
• Excellent interpersonal skills, ability to work collaboratively and effectively with staff, students, faculty, administrators and other constituencies across campus.
• Strong customer service skills and the ability to manage confidential and sensitive information and situations with diplomacy, tact and discretion.
• Proficiency in Excel and Google tools. Experience and curiosity with technology and willingness to learn new systems.
• Must possess: strong administrative, organizational, planning and analytical skills; high degree of accuracy, timeliness and attention to detail; proven self-starter with the ability to set priorities, adapt and manage multiple tasks simultaneously; work well under pressure and function in a team environment; possess strong problem-solving abilities and be able to exercise independent judgment and initiative as appropriate.
• Ability to effectively communicate both orally and in writing; excellent interpersonal and communication skills.
• Capacity to appropriately handle confidential and proprietary information, and using sound judgment in working with sensitive material.
• Must be able to have some flexibility in schedule including occasional evening and weekends to support key events or meetings.

Preferred Qualifications:

• Experience in executive offices within higher education or similarly dynamic organizations is preferred.
• Advanced Microsoft PowerPoint and Word skills strongly preferred.

About Wheaton College

Wheaton is a private coeducational liberal arts college within easy commuting distance of Boston and Providence. We have nearly 1,700 undergraduates from 40 U.S. States and more than 70 countries. Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability.