"Assistant to Presidents Office"

Details

Posted: 13-Sep-25

Location: New London, Connecticut

Categories: Staff/Administrative

Internal Number: 1286

Daily Operations of the President’s Office

• Welcome, screen, and assist visitors to the President’s Office; prepare and set up for meetings; keep the President’s meetings and calls punctual.
• Answer phone calls, and respond promptly and professionally to questions, requests and concerns directed to the Office of the President; redirect requests to the appropriate College department or administrator as necessary.
• Coordinate the flow of print mail and bulk mailings.
• Facilitate work requests, order supplies when needed, and maintain an efficient and organized working environment.
• Produce inauguration letters and citations for newly installed Presidents at institutions as directed by the President.
• Perform various Commencement and Convocation administrative duties, including but not limited to ordering hoods for honorary degree recipients, ordering regalia for Trustees and Senior Administrators, preparing annual Ames and Strauss awards, preparing the College Medal (as needed), and assisting the platform party on the day of Commencement.
• Maintain and archive files of the President’s Office, including Presidential correspondence, documents, and reports, maintaining sound policies and procedures.
• Monitor, track, verify charges, and process payment requests, including PCard transactions for the President, the Secretary of the College, and the Director of Presidential Events. Reconcile monthly operating budgets for the President’s Office and the Board of Trustees.
• Assist the Secretary of the College with scheduling presidential meetings, assisting with the president's travel, and providing other logistical support.

Board of Trustees Support

• Support the Secretary of the College with Board of Trustee engagement by: monitoring, tracking, verifying and processing charges and requests for payment for the Board of Trustees; collecting and recording conflict of interest statements collected from board members; maintaining Trustee contact lists; maintaining the young alumni trustee (YAT) list and the Board assistants contact list; preparing and distributing birthday, holiday and sympathy cards and other correspondence to trustees; ordering flowers for trustee occasions and/or as directed by President.
• Provide timely logistical support in preparing for triannual Board of Trustees meetings and special events, including tracking attendance, managing hotel reservations, and collecting dietary requirements. At the direction of the Secretary of the College, order, print, assemble, and distribute board meeting materials, including certificates for retiring board members.
• Maintain Board of Trustees files and work with the College Archivist to archive files in accordance with the College’s file retention policy.

Presidential Events Support

• Provide logistical support for regional, on-campus, and milestone Presidential events. Including, but not limited to, pulling invitation lists, managing responses from Marketing Cloud into Connforce, supplying alumni officers with regular attendee list updates, fielding calls from interested alumni regarding the programs, and preparing on-site registration materials and event support as needed.
• Prepare the president’s house for events through room setup, ensuring needed items are in place, tracking catering delivery, and ensuring clean up.
• Presidential event prep - event briefings, attendee lists, partnership with Advancement Research team, and with Leadership and Annual Fund Coordinator. Assist with event and presidential meetings follow-up - thank you notes, entering notes into Advancement database, ensuring follow-up items were completed.