"Executive Assistant and Operations Manager"

Job Summary

The Executive Assistant and Operations Manager, President's Office, provides high-level, confidential administrative support to the Executive Vice President for Strategy and Chief Administrative Officer (EVP) and ensures efficient daily operations within the President's Office. This role is a key representative of the President's Office, responsible for front desk operations, managing office logistics, assisting with Board and Senior Staff meetings, supporting events, and handling financial transactions. The ideal candidate is highly organized, detail-oriented, and able to maintain confidentiality, while being welcoming and flexible in a fast-paced, dynamic environment.

Job Description

Executive Support for the Executive Vice President for Strategy and Chief Administrative Officer

• Manage and coordinate the EVP's schedule, ensuring seamless day-to-day operations.
• Serve as the primary point of contact for internal and external stakeholders on behalf of the EVP.
• Prepare and organize briefing materials, presentations, and reports for meetings and events.
• Arrange travel, accommodations, and logistical support for the EVP.
• Maintain and update confidential files and records.
• Draft and proofread correspondence and communications on behalf of the EVP.

Office Operations & Front Desk Management

• Oversee front desk operations, ensuring a welcoming and professional environment for guests and staff.
• Answer and direct incoming calls, take messages, and manage inquiries.
• Maintain knowledge of the President's schedule to assist visitors and staff appropriately.
• Order and maintain office supplies, snacks, and beverages, ensuring the President's Office is well-stocked.
• Coordinate IT and facility needs, including keys, equipment maintenance, and work orders.
• Handle incoming mail and deliveries, directing them to appropriate recipients.
• Greet guests, assist with inquiries, or direct them to the appropriate staff.

Financial & Administrative Management

• Process and track invoices, purchase orders, expense reimbursements, and membership payments for functions related to the President's Office, Board of Trustees, and the full division.
• Monitor office budgets and spending to ensure fiscal responsibility.
• Manage P-card transactions and expense reporting for the President's Office.

Meeting and Event Management

• Support the coordination of Senior Staff and Board of Trustees meetings, including scheduling, logistics, and preparation of materials.
• Assist with planning and executing special events, receptions, and meetings hosted by the President's Office.
• Arrange catering, set up meeting spaces, and ensure event logistics run smoothly.
• Provide on-site support at major events and appearances involving the President.

Project Management for Special Projects

• Oversee and execute special projects taking place across the division to support institutional priorities.
• Develop project plans, track deliverables, and ensure timely completion of key initiatives.
• Collaborate with various departments and stakeholders to coordinate project logistics.
• Research and compile data to support decision-making and strategic initiatives.
• Prepare and manage presentations and materials for divisional projects.
• Establish and monitor project timelines, ensuring deadlines are met.
• Provide regular updates and reports on project progress to the EVP.

Other Executive Support

• Provide backup support to the Executive Assistant to the President, assisting with scheduling, travel arrangements, and meeting preparation.
• Assist with real-time schedule changes, including alerting stakeholders to any adjustments.
• Support the President with administrative needs, including the preparation of meeting materials and ensuring timely transitions between appointments.
• Handle special projects and confidential assignments as needed.
• Provide administrative support to other members of the division as necessary.
• Assist with scheduling, correspondence, and coordination for divisional projects.
• Support interdepartmental collaboration by facilitating communication and logistical needs.
• Serve as a resource for divisional staff regarding administrative procedures and office operations.
• Assist with cross-functional initiatives and strategic planning efforts as needed.

Any additional duties as assigned by the President, Executive Vice President for Strategy and Chief Administrative Officer, Senior Staff, and/or the President's office staff.

Skills, Qualifications & Requirements

Knowledge, Skills, and Abilities

• Strong ability to multitask and prioritize in a fast-paced environment.
• Exceptional organizational skills and attention to detail.
• Professional and welcoming demeanor, with excellent interpersonal skills.
• Ability to handle confidential and sensitive information with discretion.
• Strong verbal and written communication skills.
• Ability to work independently while maintaining collaborative relationships across departments.
• Proficiency in Google Suite, Microsoft Office, and virtual meeting platforms such as Zoom.
• Ability to occasionally work evenings or weekends to support events or meetings.

Required Qualification Summary

• Bachelor's degree.
• At least 5 years of relevant office experience.
• Proficiency in Google Suite and Microsoft Office.
• Flexibility regarding work schedule and duties, including occasional nights and weekends.

Preferred Qualification Summary

• Experience in higher education.
• Experience coordinating events.
• Experience supporting executives.
• Experience interacting with and assisting a variety of stakeholders.

This job is an on-site, in-person role 5 days a week that requires face-to-face interaction with many constituents. This job description is intended as a summary of the primary responsibilities and qualifications for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future. Salary Range: $88,000 - $93,000 annually. The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.