"Executive Secretary"

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The Center for Social Solutions, led by Thomas C. Holt Distinguished University Professor Earl Lewis (Department of History, Department of Afroamerican and African Studies, and Public Policy), is a Research Center that addresses four core areas of social concern: diversity and democracy, slavery and its aftermath, water and security, and the future of work. The Center is responsible for the creation of the “Our Compelling Interests” book series, co-founded the Academic Leadership Institute, and has launched research in each of its four focal areas. The Center is seeking a motivated individual accustomed to a fast pace to support Director Lewis and the CSS staff. The areas of work include:

Administrative and Event Coordination (40%)

• Assist in planning arrangements for complex large-scale meetings involving multiple participants in a fast-paced environment on- and off-site, including travel, venue reservations, and outside activities
• Oversee meeting preparation, supplies ordering and packing/shipping of event materials
• Serve as liaison between Center and external vendors
• Coordinate multiple meetings associated with individual co-editors, writers and publisher
• Develop and analyze attendee feedback surveys for ongoing learning and event improvement
• Occasional travel may be required

Support for the Director (30%)

• Coordinate Directors calendar (includes interaction with multiple foundations and external organizations as well as on-campus events and meetings)
• Coordinate submission of Directors travel and expense receipts
• Manage travel arrangements, and prepare itineraries for Director and department staff
• Assist in the preparation of speeches, correspondence, memoranda, charts, tables, and other documents

Recption/Clerical (20%)

• Reception for entire Haven 600 suite
• Direct visitors to appropriate units within the suite
• Open mail, drafts responses, and replies by phone or email, as needed
• Coordinate materials for meetings including typing, formatting, and proofreading copy for spelling, grammar, layout, and typographical errors
• Organize and locate documents stored electronically and in paper files on a continual basis and maintain these files
• Set up conference/video calls
• File receipts for all expenses
• Purchase supplies
• Prepare and reconcile expense reports and track expenses through the reimbursement process

Additional support as needed (10%)

• Includes ad hoc projects and research.

• Works both independently and as part of a team on projects; handles matters expeditiously, proactively, and with follow-through to successful completion
• Superior proficiency in a variety of computer software applications (GMail, Microsoft Word, Excel, Powerpoint)
• Comfort with mass email communication software platforms (Mailchimp, etc.)
• Past experience using a web content management system
• A high level of communicative and interpersonal skills, and the ability to handle discreetly sensitive and confidential matters. Position continually requires demonstrated poise, tact, sound judgment, and diplomacy
• Relentless attention to detail in composing, typing, and proofing materials, and establishing priorities and meeting deadlines with grace
• The ability to manage multiple projects and interruptions with ease and good humor
• A strong and proven work ethic, high energy, and outstanding organizational skills
• Analytic ability to gather and summarize data

Bachelors degree or equivalent experience, a particular interest in the humanities and the arts or policy research
Prior experience supporting a high-level manager

The salary range for this position is $58,000 to $72,600, please note a higher salary may be offered to highly qualified candidates.

Work schedules are determined in consultation with the Center Director.