President’s Office Coordinator & Administrative Assistant

Job Description

Plays a key role in providing administrative support for the President’s Office and General Counsel, addressing calendaring, communications, technology, and public interaction functions. Assists with projects, event coordination, communication, digital processes and procedures, budget and other related office duties.

Primary Position Responsibilities:

General Responsibilities:

• Manages calendars for the Chief of Staff and the General Counsel scheduling meetings, travel and conference calls resolving conflicts to align with executive priorities. Anticipates needed briefing materials, technology resources, and other logistical needs.
• Responsible for a variety of administrative duties including: meeting planning and preparation, travel arrangements, and organizing files.
• Prepare and track accounts payable, and reimbursements; review and reconcile credit card statements and maintain financial documentation.
• Handles sensitive/confidential information requiring a high level of discretion.
• Undertakes assigned projects, gathers information and assesses options, and implements activities.

President’s Office:

Is the public face of the President’s Office and responds to those inside and outside of the College with professionalism and integrity.

• Handles incoming phone calls and correspondence, identifying critical items that require action.
• Responds to routine correspondence and inquiries.
• Coordinates and staffs President’s Office events including identifying and confirming caterers, managing invitations and attendance, providing event communications, identifying and procuring needed supplies, and coordinating with the President’s House staff when needed.
• Provides administrative support and occasional staffing for President’s House events.
• Under the direction of the Secretary of the Board, handles logistics for Trustee board and committee meetings.
• Maintains trustee databases and electronic resources.
• Assists with hiring and training of student employees and supervises projects of student employees.
• Maintains the President’s Office physical space including monitoring and ordering supplies, submitting facilities work orders, and assuring an organized work environment.
• Supports the work of various committees including scheduling, maintaining files, and recording and producing minutes.
• Provides secondary support to the Executive Assistant to the President
• Maintains the President’s Office website.

General Counsel:

• Assist in the preparation of correspondence and legal documentation for General Counsel.
• Prepare and maintain retention letters for outside legal counsel and ensure timely payment of invoices.
• Assist in the submission of expense reports and managing memberships in legal organizations and state bars, and assisting in oversight and management of the General Counsel’s office budget.
• Organize, track, and maintain case and other files to ensure they are up-to-date and all necessary information for use by the General Counsel is readily available.

Performance Profile:

• Accurate and timely completion of work with minimal supervision. Successfully meets multiple and competing project deadlines.
• Responds graciously and promptly to requests from colleagues, visitors and other members of the Wellesley community, consulting with others as appropriate.
• Displays warm, courteous demeanor and high level of maturity as frontline representative of the President’s Office.
• Demonstrates initiative and an ability to anticipate what is needed for
• Exercises high level of discretion, sensitivity, and tact; maintains confidentiality.

Supervisory Responsibilities:

Student Employees

Basic Qualifications:

• Bachelor’s degree required.
• Experience providing administrative support to high level executives preferred.
• Project management skills required.
• Experience in a higher education setting is preferred.
• Candidates must be legally authorized to work in the United States without employer’s sponsorship now or in the future

Skills and Abilities:

• Demonstrates a high level of confidentiality, discretion, and attention to detail.
• Exemplary verbal and written communication skills.
• Excellent proofreading skills.
• Ability to remain cheerful, patient, positive, and professional in busy office while balancing multiple projects and deadlines.
• Strong interpersonal skills, and ability to act as a team player.
• Ability to work with multiple managers with differing work styles.
• Ability to take direction, but also to take initiative, problem-solve, and work independently when required.
• Ability to create visually interesting marketing materials.
• Proficiency with Microsoft Office suite and Google applications.
• Ability to do simple web editing.
• Ability and willingness to learn new technologies and programs as needed.

Other:

This role involves occasional evening or weekend hours (4-5 times per year). This position requires being able to lift and carry objects up to 25 pounds as part of meeting and event setups. Due to the reception responsibilities of the position, the work of this position will primarily be in-person. During summer months, there may be an opportunity for occasional remote work.