"Executive Assistant, Center for DEI Innovation & Leadership"

Job Summary

Oberlin College & Conservatory is seeking an experienced and dedicated individual to join Oberlin's Center for Diversity, Equity, & Inclusion (DEI) Innovation and Leadership as an Executive Assistant. This is a part-time (25-30 hours per week) Administrative and Professional Staff position, reporting to the Executive Director of the Center. The position will be based in Oberlin, Ohio.

The Executive Assistant provides high-level administrative and operational support to the Executive Director of the Center for DEI Innovation & Leadership. The incumbent manages the day-to-day and strategic operations of the Center in a fast-paced, mission-driven environment. This position primarily supports the Executive Director in all aspects of scheduling, communications, and coordination, while also providing administrative and logistical support for the broader Center as needed. This role requires exceptional judgment, professionalism, and discretion in handling confidential information and in representing the Executive Director and Center to internal and external stakeholders.

Responsibilities

Executive Support

• Provides direct support to the Executive Director, including managing calendars, scheduling meetings, coordinating travel, and handling communications (email, phone, and written correspondence).
• Anticipates needs and proactively addresses operational priorities to ensure the Executive Director's time is used efficiently and effectively.
• Prepares meeting materials, presentations, and reports; ensures follow-up and implementation of action items.
• Serves as a key liaison between the Executive Director and senior leadership, faculty, staff, students, trustees, alumni, and community partners.
• Partners closely with the Executive Director to anticipate priorities, manage information flow, and maintain confidentiality in all matters.

Operational and Administrative Management

• Provides administrative support to ensure the smooth and efficient operation of the Center, including coordinating shared communications, managing office logistics, and assisting with departmental reports and budget tracking.
• Serves as the primary operational and administrative contact for internal and external constituencies, often on complex and confidential issues.
• Establishes work priorities, policies, and procedures to ensure the smooth flow of operations and communication across the Center.
• Manages records, reports, and confidential files; develops systems for documentation, tracking deadlines, and maintaining institutional compliance.
• Coordinates the preparation, submission, and follow-up of departmental reports, budgets, and reimbursements.
• Oversees the efficient use of office resources, including technology, supplies, and vendor relationships.

Event and Project Coordination

• Coordinates and supports special projects, programs, and events on behalf of the Center and Executive Director.
• Works closely with the Executive Director and partners to plan and execute events involving high-profile stakeholders, including the President, Executive Leadership Team (ELT), faculty, students, parents, alumni, and community dignitaries.
• Manages logistical details, invitations, briefings, and post-event follow-ups to ensure smooth execution and strong representation of the Center.
• Supports Center events and programming as needed, coordinating logistics and communication with internal and external partners.

Communication and Relationship Management

• Drafts, edits, and proofreads correspondence, reports, and communications on behalf of the Executive Director.
• Screens and evaluates incoming and outgoing correspondence; determines appropriate responses or referral.
• Maintains positive and productive relationships across campus and with external partners.
• Exercises the highest level of discretion and diplomacy in managing sensitive matters and confidential information.
• Serves as a consistent representative of the Executive Director's office, ensuring alignment, professionalism, and responsiveness in all communications.

Required qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 5 years of progressively responsible administrative experience supporting senior leadership.
• Demonstrated experience managing multiple projects in a dynamic, fast-paced environment.
• Exceptional organizational, time management, and problem-solving skills.
• Strong written and verbal communication skills with attention to accuracy, tone, and detail.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and virtual collaboration platforms (Zoom, Teams).

Compensation

Within the range established for this position, salary and exact title will be commensurate with qualifications and experience and includes an excellent benefits package.

Special instructions to applicant

A complete application consists of a resume, cover letter, and list of professional references.