Executive Assistant to the President and Office Manager

Santa Fe, New Mexico
Mar 16, 2017
Executive Administration Jobs
Other Executive Administration
Institution Type
Four-Year Institution

Reports To: President

Duties:   The Executive Assistant to the President and Office Manager ensures a successful college President and President's Office by providing quality, proactive support and managing annual college programs/events, board administration, special projects and office functions. This position serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President's Office and is a key resource for the members of the Board of Visitors and Governors (BVG). This position supports the Senior Advisor to the College-wide President and other senior executives as needed.  The employee will support the President and manage the processes/procedures necessary for a high-functioning office: create, organize and maintain office calendar; communicate frequently about upcoming appointments/meetings, ensuring the President is well informed about what is scheduled and why; provide a "gatekeeper" role by protecting the President's time when necessary; manage logistics, agendas, and materials for meetings involving the President; prepare and track correspondence that is sometimes confidential; gather and disseminate office analytics as requested; administer communications for the office, including the phone system, mail, email and in-person interactions.  Work as part of a team to ensure excellent management of the BVG, to include board meeting preparation, minutes, and follow-up; calendar management; communication to board members; meeting logistics and working with the Executive Assistant in Annapolis for on-site logistics planning for board meeting on the Annapolis campus. Manage annual college programs/events and serve as the special project lead for the President's Office: oversee several annual college events including Convocation, Commencement, and Parents Weekend; act as the department liaison to events management; find and manage staff and student volunteers; and other projects and events as assigned.  Manage the office budget and travel: track various financial transactions and reconcile budget and expense reports; process invoices for payment; arrange complex and detailed travel plans, itineraries, and agendas; compile documents for travel-related meetings; monitor and restock department supplies and provisions; manage department purchases and deliveries. Manage the physical plant integrity of the office and serve as the liaison to IT and facilities, including but not limited to solving problems related to computers and other equipment, meeting space, services/utilities and meeting spaces.  Perform other job related duties as assigned.

Qualifications: Five years to seven years of similar or related experience. Five years' secretarial experience required. Three years' proficiency in word processing, spreadsheet software and database experience required (MS Office products preferred). Shorthand and/or dictation experience also required. Prior experience as an executive secretary and/or work in higher education preferred. Additional coursework in business or management preferred. Excellent written, oral and interpersonal communication skills are necessary. Ability to maintain confidential information in a professional manner is required. Knowledge of St. John's College is preferred. A college degree is preferred. A significant level of trust and diplomacy is required, in addition to normal courtesy and tact. Very strong interpersonal skills and the ability to build relationships with a variety of constituents, including staff, faculty, students, alumni, BVG members, donors, and other external parties. Proactive support of the President and administration of the office calendar that successfully manages the President's time and improves office communication and planning.  Accurate and timely completion of correspondence, meeting materials, reports, budget functions and travel planning. Development of workflow systems to increase efficiency. Tracking and reporting of ongoing projects and processes. Ensure quality execution of regular and ad-hoc events and programs. Professional coordination and follow-through. Support the work of the BVG, the Senior Advisor to the College-wide President and other senior team members with initiative. Be a positive, helpful member of the larger staff team, providing assistance as needed. Reflect a positive image of the President's Office and the college.

Status:  Exempt, full-time position.

Compensation:  Minimum annual salary of $45,748 with benefits.

To Apply: Send resume, letter of intent, salary history and a list of professional references to santafe.jobs@sjc.edu .  Resume packets will be accepted until interviews begin.