Executive Assistant to the President

Location
Bronxville, New York
Posted
Sep 29, 2017
Executive Administration Jobs
Other Executive Administration
Institution Type
Four-Year Institution

The Executive Assistant to the President is responsible for the efficient and effective functioning of all administrative processes of the Office of the President.  Utilizing administrative management skills and interpersonal talents, the Executive Assistant prioritizes workflow and interdepartmental communications related to a wide range of matters requiring the attention of the President and/or the VP for Administration.  This position provides a unique perspective on matters of significance across all aspects of the College’s functions, and offers ongoing opportunities for professional growth and development.

The EA exercises discretion in flagging and prioritizing matters requiring the immediate attention of the President and in determining when and how the president should be informed of emerging or evolving issues.  The incumbent frequently conveys presidential requests and directions to the full range of staff and faculty at the College – from members of senior staff to department managers and their aides. 

When briefing the president, it is expected that the EA will independently gather and organize all readily available qualitative and quantitative information to help inform the president’s decision-making.  This often involves directly pulling alumni/donor profile information from Raiser’s Edge or consulting with the VP Administration to get current institutional research information relevant to the matter or task at hand.  It may also involve coordinating with other directors or members of senior staff to gather, filter and integrate background information.

An absolute requirement of the position is maintaining positive and effective relations with Trustees, major donors, senior staff and faculty.  The EA must be discreet, maintain confidences and protect the sensitivity of work and communications under her/his/their supervision.

Within the independent exercising of these duties, the EA supports core office management functions including:  evaluation, prioritizing and retention of office records including confidential materials; calendar management, meeting logistics and travel planning for a wide-range of face-to-face and group/collaborative meetings involving the President, Trustees and major donors; serving as the first point of contact to any and all members of the community approaching the President’s Office with needs, important information or questions requiring high-level resolution;  exercising discretion in the direction of inquiries within the office and/or to relevant members of senior staff or their reports.

The EA exercises some discretion in the management and control of expenditures related to presidential travel and events.  The incumbent works with designated staff in relevant departments – College Events, Alumni Relations and Food Service – to independently set and monitor the standards and specifications for presidential and trustee events.

Within reason and relevant to the needs of the president’s office, the EA performs other duties as assigned.

Responsibilities include:

  • Coordinate all office functions.
  • Act as the first point-of-contact to constituencies approaching the president’s office.
  • Supervise part-time office assistant and President House staff.
  • Evaluate and prioritize nearly all inter- and intra-office communications.
  • Exercise discretion in the management of meeting, event and travel logistics for the president.
  • Ensure effective communications from the president to senior staff, trustees, alumni, staff, faculty and students.
  • Research and collate information necessary to inform president on priority matters.
  • Exercise discretion by coordinating flow of information to/from the president.
  • Review and edit documents\emails drafted by the president.
  • Coordinate with faculty and staff across the college to ensure effective implementation of presidential directives\requests.
  • Performs other duties as assigned by supervisor.

Qualifications:

  • A Bachelor’s degree, at a minimum.
  • Excellent oral and written communication skills
  • Excellent interpersonal skills including experience and confidence interacting directly and diplomatically with a wide and complex range of audiences:  faculty, staff, students, parents, trustees, donors and alumni, and other contacts within the higher education community.
  • Demonstrated competency forming and leading collaborative, task-specific workgroups to ensure the effective implementation\completion of priorities and duties of importance to the President and the VP Administration.
  • Sensitivity to and respect for the diversity of a multi-cultural learning community.
  • The ability to effectively communicate the college’s mission and its policies to a wide range of audiences.
  • Impeccable attention to detail.
  • Ability to multi-task and independently prioritize competing tasks and deadlines.
  • Proficiency in the use of office software suites and online research resources.