A search is underway at Macalester College for an experienced administrative professional to serve as an Executive Assistant in the Office of the President. 

This is an hourly, non-exempt position with an 8am to 4:30pm Monday through Friday schedule. 

Reporting to the Assistant to the President/Secretary to the Board of Trustees, the Executive Assistant effectively executes and manages the President’s schedule, travel arrangements, and event and meeting preparation materials; provides a warm welcome to all visitors and the campus community; and provides administrative support to the President and Assistant to the President.

• Represent the President by welcoming visitors, reviewing correspondence; answering questions and meeting requests directed to the President with the highest degree of professionalism.

• Provide administrative support to the President by maintaining the President's calendar while exercising independent judgment in managing time, calendar appointments, meeting materials, and travel.

• Arrange complex travel and meetings for the President by developing itineraries and agendas; booking ground and air transportation; arranging lodging and meeting accommodations, often in coordination with Development Office, Athletics, and Admissions staff.

• Provide support to the Assistant to the President for Board of Trustees meetings, special events, and other projects. 

• Provide support on a set of overall duties for the President's Office including, but not limited to, answering phones, screening calls, and providing information or appropriate referrals; prioritizing mail; organizing and maintaining office files; drafting routine correspondence for the President; working with the archivist and IT staff to ensure digital and hard file storage; working with Communications Office staff to update President's Office webpage.
• Maintain office and hospitality supplies by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies, verifying receipt of supplies and groceries.

• Hire, supervise, train, and manage 2-3 student worker ‘office assistants’ each semester and summer in the office suite, including coordinating office and phone coverage, and time card reconciliation and approval
• Perform ad hoc data gathering and organizing as needed.

• Provide support for special events hosted by the President's Office, including preparation of invitations, room and catering arrangements, and attendance tracking. 

• Ensure operation of office equipment, including computers, printers, copiers, multi-function devices, and telephones.

• Act as a partner within a team of executive assistants who support senior staff, working together on projects, coordinating work orders with Facilities Services, selecting and ordering furniture and art, and providing support to one another during particularly busy times.
• Complete projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; and making adjustments to plans.

• Process and reconcile invoices to ensure accuracy and timely payments. Manage and reconcile expenditures on purchasing credit card.

• Provide backup for the Manager of Briggs House and the President’s Home as needed.

• Other duties as assigned

• Minimum of three years administrative experience with a demonstrated progression in responsibilities, including contact with external constituencies.  Previous experience in higher education is preferred.
• A good understanding of English grammar and syntax. 
• Bachelor's Degree preferred - three years of experience or more may substitute for a degree.
• Knowledge of and commitment to the role of a selective private liberal arts college.

• Advanced knowledge of Microsoft Office is required. Training in other systems will be provided. 
• Excellent organizational and problem-solving skills.

• Ability to maintain strict confidentiality and diplomatic professionalism.
• Ability to prioritize and handle multiple tasks simultaneously with minimum supervision.
• Must be self-directed, motivated, and welcoming with an ability to communicate tactfully and effectively with trustees, faculty, staff, students, alumni, parents, and the public.
• Exhibit flexibility and willingness to adapt to changing activities, expectations, and responsibilities.
• A demonstrative commitment to equity, inclusion, and diversity. Actively engages in learning and practicing principles of social justice and inclusion to increase individual capacity to support institutional changes that create and sustain a more welcoming and inclusive environment across the Macalester community.

Compensation and Benefits: 

The total compensation for this position includes an hourly rate of $25.55 to $31.93 based upon experience. This role is 1.0 FTE and offers full access to Macalester’s Benefits package. 

Application Guidelines

For consideration, please submit your cover letter and resume as one PDF through the Macalester Employment Opportunities webpage. Priority will be given to applications received by October 4th, 2021. This job will be posted until filled.

All inquiries for this position should be directed to: 

Jaclyn Howard

Talent Acquisition Manager

jhoward3@macalester.edu

Since its founding in 1874, Macalester has provided students with the inspiration, insight, and experience to become successful and ethical leaders. Located in St. Paul, Minnesota, Macalester enrolls nearly 2,100 students who come from virtually every state and 91 countries. Macalester is committed to being a preeminent liberal arts college known for its high standards of scholarship and its special emphasis on internationalism, multiculturalism, and service to society.

Macalester is proud of its longstanding commitment to social justice and creating a safe environment for all people regardless of sexual orientation, race, ethnicity, national origin, citizenship status, gender, religion, age, or ability. Macalester is dedicated to the goal of building a culturally diverse and pluralistic staff committed to working in a multicultural environment and strongly encourages applications from everyone who would add richness to our community, including people of color, individuals with disabilities, and women.

Benefits

Macalester employees enjoy a fantastic benefits package and working environment that is second to none. Please visit http://www.macalester.edu/employmentservices/benefits/ for more information about benefits at Macalester College.

Our Commitment to Safety in response to COVID-19:

For the safety of our community, Macalester requires all employees to have received a COVID-19 vaccine regimen. Should a newly hired employee be unable to receive the vaccination for either medical or religious reasons we offer accommodations and assistance.

Questions or concerns about this process should be directed to Bob Graf, Director of Employment Services, at rgraf@macalester.edu