"Executive Assistant"

Serve as the first point of contact for external partners, trustees, senior administrators, students, faculty, and staff. Essential to the effective functioning of institutional leadership for several reasons - professional representation, operational efficiency, coordination and communications, and institutional image and stakeholder experience.

1. Serve as the face of the President's Office, greeting visitors, students, faculty, staff, trustees, and external guests. Create a professional and welcoming environment that reflects the institution's values and upholds the reputation of the President's Office by demonstrating professionalism, courtesy, and efficiency. (50%)
2. Support calendar management for the Executive Vice President and all other meeting logistics, as assigned. Assist with document preparation, invoices, and correspondence. Provide backup support for the executive-level tasks when needed. Order and maintain office and kitchen supplies, process Physical Plant and IT tickets, and provide support for the President's guest room, Cunningham 105, Dominic House, and 105 Hilltop Avenue (President's guest house). (25%)
3. Screen and manage access to the President and senior leadership. Ensure confidentiality and discretion when handling sensitive information or visitors. Answer calls, manage inquiries, and direct them appropriately. Maintain smooth communication between the President's Office and other departments. (15%)
4. Assist the Vice President of Administration and Board Relations with board secretariat duties related to trustee meeting preparation, committee meeting arrangements, maintaining official archival copies of meeting minutes and materials, and other duties as required. (10%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

QUALIFICATIONS:

• Associate's degree from an accredited institution required. Bachelor's degree preferred.
• Three to five years' experience or an equivalent combination of education and experience.
• Strong organizational and time management skills, including the ability to multi-task, prioritize, strong attention to detail, and good problem-solving skills.
• Strong written and verbal communication skills.
• Strong interpersonal, discretionary, and confidentiality skills.
• Experience with calendar and scheduling management, document preparation and editing, organizing workflows, supplies, and maintaining a professional environment.
• Good judgment and decision-making, adaptability, and customer service orientation.
• Proficiency in office software, database and records management, and virtual meeting platforms.
• Advanced Microsoft Office skills.
• Intermediate Adobe skills.
• Banner and Affiniquest skills preferred but not required. Training will be provided.