Executive Assistant to the President, Chief Operating Officer and Secretary to the Board of Tru...

Employer
American International College
Location
Springfield, MA

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Category:: Administrative/Staff
Department:: President's Office
Locations:: Springfield, MA
Posted:: Sep 7, 2021
Closes:: Open Until Filled
Type:: Full-time
Ref. No.:: 3011
Position ID:: 136375

About American International College:


American International College is a private, coeducational institution of higher education located on a 70+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart with a total of approximately 660,000 gross square feet. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has approximately 3200 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.


AIC strives to create a diverse and inclusive campus community that is representative, at all job levels, of the students we serve. We are an EEO employer and we welcome applications from individuals for positions where they are underrepresented.



Job Description:


  • Provide executive level assistance to the President and Chief Operating Officer by performing significant administrative responsibilities with the highest levels of confidentiality and integrity. Responsibilities include, but are not limited to: monitors and manages the calendar and time commitments of the President. Coordinates travel arrangements. Screens all incoming calls, correspondence and general email. Provides direct support to the president by gathering, creating and/or analyzing reports for use in presentations, materials, data files, and/or related projects. Researches, interprets, organizes, and evaluates diverse and complex information in an effort to draft and/or edit internal and external correspondence in matters of institutional significance, demonstrating a high level of oral, written, and digital communications skills as well as technological fluency.

  • Oversees the budgets for the Office of the President and the Board of Trustees. Responsible for tracking budget expenditures. Generate and process expense reports, and reconcile credit card invoices for the direct reports of the president.

  • Works closely with the president to plan, coordinate, and oversee all details for special projects, assignments and events. Serves as support to the President at events before, during, and after regular working hours (e.g., President's reception, town hall meetings, etc.).

  • Develop the cabinet meeting agenda, distribute supporting documents, and serve as the recording secretary.

  • Acts as a liaison for communication between the President's Office and internal and external constituents, including but not limited to: trustees, vice presidents, deans, parents, and students.

  • Responsible for coordinating building (Adams Hall) maintenance with facilities.

  • Undertakes research projects, and collects and analyzes data, as background for meetings and special initiatives, i.e., NECHE visit.

  • Assists in the staffing of the Board Governance Committee.

  • Plans and prepares for Board of Trustees meetings. Produces digital background material for Board of Trustees meetings, which may require coordinating and assembling of digital/electronic material; ensures quality of the product; scanning documents; and arranging for dissemination.

  • Responsible for recording minutes for the full board and board governance meetings.

  • Acts as a key point-of-contact for requests for information from board members. Coordinates requests from the Board of Trustees for documents, reports, and a variety of information from departments across the campus.

  • Other duties as assigned.



Requirements:


  • Required Degree(s): Bachelor's degree
  • Preferred Degree(s): Master's degree

  • Required Field of Expertise: 5 years administrative support experience for a senior administrator and previous professional, consistent interaction with members of the Board of Trustees.

  • Preferred Field of Expertise: Experience in a college setting is preferred.


Knowledge/Skills/Abilities


  • Must be proficient in Microsoft Office Suite

  • Must possess a good sense of humor, with the ability to work under pressure within a diverse, fast-paced environment.

  • Excellent communication, interpersonal, and organizational skills.

  • Exceptional written, and oral skills.

  • Proven ability to multi-task while meeting strict deadlines

  • Must be professional with the ability to be discreet with sensitive and highly confidential information.

  • Self starter, independent and meticulous with strong follow up skills.

  • Pro-active, anticipates the needs of the office, takes initiative, prioritizes work and delivers results.

  • Ability to write reports, business correspondence and presentations. Ability to effectively present information and respond to questions from students, parents, vendors, and the general public.

  • Ability to solve practical problems, and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

  • Available to work extended hours, and weekends when required.



Additional Information:


Work Schedule


This is an exempt, benefits level position, not limited to 35 hours. Normal business hours are Mondays through Fridays, 8:30 am - 4:30 pm, flexible to the needs of the department.



AIC reserves the right to fill this position at a level above or below the level included in this posting.


AIC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.


With limited exceptions, all AIC employees are required to receive the COVID-19 vaccination. See the complete policy by clicking here.



Application Instructions:


Qualified applicants should save and submit the following documents with the online application.


  • Brief cover letter
  • Current resume
  • Contact information for three professional references (one of which must be a current or prior supervisor)

Review of applications will continue until the position has been filled.


Organization

American International College is a private, coeducational institution of higher education located on a 70+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart with a total of approximately 660,000 gross square feet. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has 3700 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Graduate and Adult Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

AIC is accredited by the New England Association of Schools and Colleges; the National Association of State Directors of Teacher Education and Certification; Commission on Collegiate Nursing Education; the Commission on Accreditation in Physical Therapy Education; the Accreditation Council for Occupational Therapy Education.

American International College has received specialized accreditation for its business programs through the International Assembly for Collegiate Business Education. AIC offers a variety of undergraduate and graduate programs through the School of Business, Arts and Sciences; the School of Health Sciences; and the School of Graduate and Adult Education.

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