Executive Assistant and Operations Coordinator
Job Details
Executive Assistant and Operations Coordinator - Boston, MA
Amherst Campus
Full Time
JR7028
Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.
Job Description:
Amherst College invites applications for the Executive Assistant and Operations Coordinator position. The Executive Assistant and Operations Coordinator is a full-time, in-person, year-round position based in Boston, MA. The expected salary range for this job opportunity is: $95,000 to $110,000 per year.
The salary offered will vary based on a number of factors, including but not limited to relevant education, training, and experience, tenure status, and other nondiscriminatory business considerations. Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families.
The Executive Assistant and Operations Coordinator provides high-level administrative and operational support to the Investment Office of Amherst College, a leading higher education institution. This role ensures efficient office operations, coordinates executive and investment team activities, provides basic technical support, and assists with the management of internal systems, data, and materials production. The position requires exceptional organizational skills, discretion, numeracy, tech savvy, and the ability to manage multiple priorities in a fast-paced, collaborative environment.
Summary of Responsibilities:
Executive and Administrative Support
- Provide a highly professional level of administrative support to the Investment Office, maintaining strong working relationships with internal stakeholders across the institution.
- Proactively manage calendars and coordinate meetings for members of the investment team.
- Arrange domestic and international travel, including flights, hotels, and itineraries, ensuring efficiency and alignment with team preferences.
- Prepare and submit accurate and timely expense reports for investment team members.
- Coordinate onboarding for new team members, including seasonal interns, ensuring access to systems, materials, and office resources.
- Provide support for select events, including board retreats and internal office gatherings.
Operations and Data Management Support
- Support the operations team by systematically retrieving manager reports from external portals and organizing them within the office's internal data management and CRM systems using appropriate tagging and filing conventions.
- Monitor and manage the shared team email inbox, categorize incoming correspondence, and escalate high-priority items to the appropriate team members.
- Willingness to learn web-based software tools and facilitate data uploads.
Technology and AI Support
- Identify opportunities to improve processes and operational efficiency, including recommendations for the use of technology and automation tools.
- Provide first-level technical support to the investment team by troubleshooting basic technology issues and coordinating with internal IT and external service providers to ensure timely resolution.
- Explore and evaluate emerging technology and AI tools that may enhance workflow efficiency and office productivity, and provide recommendations for implementation.
Material Preparation
- Support the preparation of presentations, reports, and other materials as needed, ensuring accuracy and timely delivery. Will require proficiency with PowerPoint and Excel.
Office Management
- Serve as the primary point of contact for visitors and guests to the office.
- Maintain a professional and organized workspace by monitoring and ordering office supplies as needed.
- Manage relationships with vendors and service providers and ensure timely processing of invoices for office utilities, subscriptions, and services.
Special Projects
Qualifications:
Required
- Associate's Degree.
- 3 to 5 years of related experience.
- Equivalent work experience in lieu of minimum education and related experience.
- Candidates with fewer than 5 years of experience must demonstrate advanced proficiency in core job functions.
- Successful completion of required reference and background checks.
- An acceptable criminal offender records information (CORI) check.
Interested candidates are asked to submit a resume and cover letter online at https://amherst.wd5.myworkdayjobs.com/Amherst_Jobs.
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