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Position Detail - Executive Assistant

Executive Assistant

Apply now Job no: 493132
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/ Executive/ Office Support

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: 8:00am - 4:30pm (with an hour for lunch) 

Department Summary & Job Purpose:

The Executive Assistant is an important member of the Office of the President’s administrative team. Reporting to the Special Assistant/Operations Manager, the Executive Assistant has primary responsibility for managing the president’s schedule and executing front-of-office operations.

 

Core Job Duties and Responsibilities: 

  • Management of the President’s Schedule The president’s time is one of the College’s most important resources. The executive assistant has primary responsibility for the president’s complex daily schedule, under the supervision of the special assistant/operations manager. The executive assistant:
    • Understands the president’s priorities and preferred working rhythm, and uses that understanding to exercise initiative and independent judgment in managing the president’s extremely busy schedule.
    • Continually revises the calendar, facilitating the frequent changes required.
    • Ensures that all relevant information is included in the calendar, and that the calendar is correct.
    • Ensures that briefing materials from other offices have been sent in advance and reviews them for completeness and accuracy. Solicits tardy materials. For particularly important meetings/events, submits briefing materials to the special assistant/operations manager for an additional level of review.
    • Works with the special assistant/operations manager to ensure that the president’s role in events organized by other offices is clear and appropriate.
    • Has primary responsibility for the president’s travel arrangements.
  • Front-of-Office Operations The executive assistant is a key contact for College constituents both internal and external. The executive assistant:
    • Promotes a positive image of Mount Holyoke College by fielding telephone calls and welcoming visitors to the president's office.
    • Responds to inquiries from diverse College constituencies (e.g., students, families, faculty, staff, trustees, alums, donors, public and private officials and community members), listening respectfully to constituent concerns; providing accurate information regarding College policies, decisions, programs, and events; referring inquiries or problems to the appropriate office or person; resolving problems as they are able; and keeping an updated log of critical calls.
    • Ensures that visitors to the office are treated hospitably, the visitor’s reception area is well-kept, and that the kitchenette is stocked to accommodate visitor requests.
  • Additional Duties Under the direction of the special assistant/operations manager, the executive assistant also supports office operations. Duties include:
    • Providing administrative support to the chief of staff/secretary of the College and, as needed, to the associate vice president for strategic projects.
    • Monitoring the president’s public email account, referring messages that need attention to the special assistant/operations manager and ensuring that any needed follow-up has been completed.
    • Receiving non-confidential written correspondence, determining next steps according to established procedures, and tracking the status of a reply as necessary.
    • Ordering and restocking office supplies.
    • Submitting Facilities Management work orders.
    • Paying invoices and processing check requests, reimbursement requests and budget transfers that have been approved by the special assistant/operations manager or chief of staff and secretary of the College, as applicable.
    • Running and analyzing financial reports; providing summaries upon request to the special assistant/operations manager and/or chief of staff and secretary of the College.
    • Implementing the records management system under the direction of the special assistant/operations manager.
    • In partnership with the office of communications, ensuring that the president’s office and board of trustee websites are up to date.
    • Maintaining Board of Trustees directory information; updates board list-servs, drives, documents, and electronic portal annually or as needed.
    • Handling logistics associated with College programs and events and/or meetings of the board of trustees as directed by the special assistant/operations manager, including scheduling rooms, making travel arrangements, following up with the College’s events staff, and processing invoices and reimbursements.
    • Supporting major College/presidential events, including Convocation and Commencement.
    • Completing clerical tasks.
    • Completing other special projects as assigned.
    • Any other duties as assigned.

Qualifications: 

  • Holds an Associates Degree and have at least two years’ experience heavy scheduling in a fast-paced administrative environment, or a combination of equivalent education/professional experience.
  • Has knowledge about and passion for women’s colleges and gender affirming communities
  • Maintains a professional demeanor at all times in a quiet office environment. Exhibits tact and discretion.
  • Exercises good judgment and maintain strict confidentiality.
    Communicates in a clear, courteous, responsive manner with internal and external community members. Responds to internal and external inquiries in a timely manner.
  • Works as part of a team as well as independently on a wide variety of projects.
  • Prioritizes work duties, and manage time effectively.
  • Multi-tasks and transitions quickly between tasks to address specific situations. Stays flexible as plans change. Manages multiple, concurrent tasks while continuing to meet deadlines.
  • Works effectively under pressure, and with accuracy and attention to detail.
  • Has good oral and written communication capacities.
    Maintains effective, professional, and cooperative working relationships to collaborate successfully with other college departments and offices.
  • Upholds the College’s commitment to diversity, equity and inclusion. Interact professionally with a diverse community of trustees, faculty, staff, students and alums.
  • Understands clerical office procedures and has skills in operating standard office equipment.
  • Understands and applies pertinent College rules, regulations, policies, and procedures in the course of carrying out their role.

Preferred Qualifications:

License/Certifications: Associates Degree and at least two years' experience heavy scheduling in a fast-paced administrative environment, or a combination of equivalent education/professional experience.

Compliance Requirements: 

Physical Demands: 

  • Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
  • Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, or quickly.

• Sufficient clarity of speech required includes those which permit the employee to discern verbal instructions and communicate effectively in person and by telephone.
• Employee speaks with students and other faculty daily by telephone, e-mail, or in person on a daily basis.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make discriminations in sound.
• Repetitive motion: Substantial movements (motions) of the wrists, hands, and/or fingers.

Visual Acuity including color, depth perception and field vision.
• Visual Acuity - Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.

Employee operates office equipment and computers to perform essential duties and responsibilities

• The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work)

Working Conditions: 

• The employee is not substantially exposed to adverse environmental conditions  

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online; application materials must include:

  1. A cover letter summarizing interests and qualifications
  2. A complete resume or curriculum vitae
  3. Contact information for 3 professional references

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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