THIS POSITION WILL REMAIN POSTED UNTIL FILLED. INTERVIEWS WILL BE CONDUCTED AS QUALIFIED APPLICANTS APPLY.

This position requires a proactive problem solver with exceptional communication skills and a meticulous attention to detail. He/She will have previous experience working in an office environment, performing administrative duties and providing support to senior leadership. The executive assistant is relied upon for flexibility and foresight, while maintaining confidences related to strategic relationships and objectives, and contributing to employee satisfaction and mission fulfillment.

Objectives of this Role

• With a primary responsibility of supporting the president, provide support to the management team and Board of Trustees as directed to ensure that institutional goals and objectives are accomplished, and school operations run efficiently
• Represent the president with a welcoming, customer service approach; serve as the official greeter for VIPs and all president’s office guests
• Maintain and refine communications and processes that support the management team Board of Trustees, key staff and other VIPs
• Plan and orchestrate work to ensure strategic priorities are met, organizational goals are achieved, and best practices are upheld
• Exercise initiative and independent judgment in managing the president’s schedule and the office’s daily activities,
• Evaluate priorities and effectively guide workflow and decision-making to appropriate staff
• Relieves the president of operational and administrative details and performs administrative functions that require a thorough knowledge of school policies, procedures, and operations

Daily and Monthly Responsibilities

• Manage professional and personal scheduling for president, including agendas, mail, email, calls, travel arrangements, prospect management, and other logistics
• Research and brief president with background for daily schedule and especially for key constituents
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to management team
• Debrief president meetings and execute action items
• Compose and prepare correspondence including confidential information
• Engage with, facilitate and support the advancement efforts of the school
• Manage, coordinate, and arrange president travel and travel-related activities, including hotel booking, transportation, and meal coordination
• Perform administrative and office support, such as written correspondence, dictation, spreadsheet creation, and maintenance of filing system and prospect database
• Complete expense reports and manage budgets
• Record minutes of Board of Trustee and Executive Committee meetings
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the school community
• Organize team communications and plan events, both internally and offsite

Requirements

• 4 years experience in administrative role reporting directly to upper management
• Superb written and verbal communication skills
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
• Experience with database programs
• Experience with basic event planning, including the ability to manage catering personnel
• Experience with setting office A/V equipment to support meetings
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
• Ability to keep school confidences
• Bi-lingual helpful

Work Conditions

• The Office of the President can be a high volume traffic area. This requires a high level of concentration due to frequent interruptions.
• Some lifting up to 50 pounds