Executive Assistant to the President

Amherst Campus Full Time JR7124

Amherst has taken a leadership
role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic
profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the
diversity of its faculty, administration and staff.

Job Description:

Amherst College invites applications for the
Executive Assistant to the President position. The Executive Assistant to the President is a full-time, year-round position. The expected
salary range for this job opportunity is: $95,000 – $110,000 per year.

The salary offered will vary based on a number of factors,
including but not limited to relevant education, training, and experience, tenure status, and other nondiscriminatory business
considerations. Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and
faculty and their families. Click here for
Benefits Information.

The Executive Assistant to the President provides critical, high-level administrative and operational
support and is an integral member of the team in the Office of the President. Reporting to the Chief of Staff, this position works in close
daily partnership with both the president and the Chief of Staff, and supervises a small team of full-time and casual staff. The Executive
Assistant serves as a trusted partner in managing the president’s time, and is responsible for organizing the general functions of the
Office of the President. They manage complex calendars; support meetings and events; arrange presidential travel and itineraries; supervise
and provide office support for functions like correspondence and budget processes; complete special projects as needed; and serve as a
primary point of contact for the Office of the President. These duties are described in more detail below.

This is a highly visible
position that requires exceptional judgment, initiative, diplomacy, and organizational skill. The Executive Assistant will represent the
Office of the President with professionalism, warmth, discretion, and responsiveness. They must communicate effectively with members of the
Amherst community, including students, faculty, staff, administrators, alumni, parents, and trustees; build collaborative relationships with
campus partners as well as external contacts; and oversee a wide variety of activities and ensure follow through on both their own job tasks
and those of their direct reports.

Candidates will be available to work a regular, full-time schedule. Evening and weekend hours will
be required to support presidential events, trustee meetings, travel, or urgent institutional needs.

Remote Work Eligibility:
This position is considered an on-site position and requires regular in-person presence. This position may be eligible to work remotely
on occasion, during specific times of the year (e.g. semester breaks and summer) or for specific types of job tasks, with prior supervisor
approval.

Essential Duties and Responsibilities

Support for the President: Provide comprehensive administrative
support to the president, including calendaring, meeting preparation, correspondence, travel planning, expense processing, and daily
logistical coordination.

• Maintain the president’s calendar and provide daily and weekly briefings to the president and the chief of
  staff. Exercise sound judgment in anticipating needs and resolving scheduling conflicts.
• Receive and respond to inquiries for
  individual and group meetings (internal and external). Work with the chief of staff to prioritize requests for the president’s
  time.
• Coordinate presidential travel, including flights, lodging, meals, transportation, etc.
• Ensure appropriate preparation
  time for meetings, events, and institutional commitments. Collect necessary information according to deadlines to ensure the president is
  prepared and well informed for meetings and travel.
• Prepare documents (including itineraries, bios, etc.). Review briefings and
  other materials provided to ensure they are complete and accurate.
• Draft follow-up correspondence resulting from meetings, as
  requested.
• Prepare and/or review documents for the president’s review, approval, or signature.
• Assist the president with
  personal appointments and other related tasks.

Office Management: Oversee the daily operations of the Office of the President,
ensuring a welcoming, organized, professional, and service-oriented environment. Develop and maintain effective office procedures and
workflows to support the efficient operation of the office.

• Provide direction to office staff to manage all routine matters of the
  office, including the daily meeting schedule, visitor reception, correspondence, filing, technology/facility needs, etc.
• Provide
  direction and work closely with the house/residence staff to coordinate management of the President’s House and private
  residence.
• Supervise and provide direction to direct reports for scheduling and office coverage, training and professional
  development, assigning work and monitoring workflow, and supporting performance expectations.
• Plan and set the agenda for weekly
  staff meetings.
• Support the correspondence protocol, including the president@ email account, paper mail, etc. Review and approve
  text of routine correspondence and communications.
• Track and follow up on inquiries and requests received by the
  office.
• Enter contacts, recording correspondence and appointments, as needed.
• Supervise the meticulous maintenance of
  comprehensive files and ensure accurate record keeping (electronic and paper). Update and assist with maintenance of Google Sites and
  Drives, as well as other electronic resources. Arrange for appropriate archiving of records in accordance with record retention policies in
  the Office of the President and with Archives & Special Collections.
• Identify opportunities to improve office operations,
  communication, systems, and service to internal and external constituencies.
• Conduct research, compile information, and prepare
  materials to support decision-making, as requested.
• Provide other support, as needed. Prepare letters, copy/scan documents, complete
  records research and other administrative tasks as assigned.

Support for the Chief of Staff: Provide operational support to the
chief of staff in advancing the priorities of the president’s office.

• Help coordinate the flow of information to and from the
  President, ensuring timely follow-up on requests, commitments, and decisions.
• Help ensure that requests are triaged appropriately,
  routed to the correct office or leader, and resolved in a timely and professional manner.
• Assist the Associate Vice President for
  Communications and Head of Government Relations to format and proof presidential communications, briefings, and other
  documents.
• Ensure the president is fully prepared and receives appropriate support for remarks, briefing materials,
  etc.
• Coordinate searches for senior staff and office personnel.

Budget Support: Support responsible stewardship of
financial resources in accordance with Amherst’s financial policies and procedures.

• Process invoices, reimbursements, purchase
  orders, budget transfers, travel expenses, and retain required documentation.
• Reconcile the president’s credit card charges and
  process expense reports in a timely manner.
• Ensure timely review and approval of transactions in Workday.
• Supervise
  evaluation and processing of funding requests from faculty and students.
• Supervise purchasing (i.e., ordering supplies, purchasing
  gifts, etc.) in the office.
• Monitor expenditures and monthly reconciliation of the president’s departmental budgets. Coordinate with
  other administrative offices to resolve questions.
• Assist the chief of staff with preparation of annual budget
  requests.

Event Support: Plan and support presidential events. Coordinate logistics for meetings and events that are hosted or
attended by the President or sponsored by the Office of the President.

• Work with the chief of staff to determine what support is
  necessary for various programs and events in the president’s calendar and/or sponsored by the Office of the President. Events can include
  but are not limited to receptions, dinners, retreats, trustee-related gatherings, donor and alumni engagements, Amherst community meetings,
  campus visits, and other special events.
• Work collaboratively with other offices to ensure well-executed events. Anticipate
  logistical needs, identify potential issues, make recommendations, and adapt plans as needed to ensure successful events and
  meetings.
• Supervise or directly provide event support such as room reservations, arranging meeting spaces, catering, tech support,
  invitations, guest lists, event collateral (nametags, programs, menus, place cards, etc.), transportation, lodging, accessibility needs, and
  other event logistics. Staff events, as needed.
• Assist the chef/event manager with planning for events hosted at the President’s
  House.
• Supervise maintenance of attendee lists for all events. Draft and send invitations, receive RSVPs and follow up as
  appropriate.
• Prepare run-of-show, scripts, and other support documents for major/flagship event scripts for the president (i.e.
  Commencement, Convocation, Town Halls).

Qualifications

Required:

• Bachelor’s degree or
  equivalent combination of education and experience.
• At least 5 years of progressively responsible administrative, executive support,
  office management, or related experience, preferably in higher education, nonprofits, government, or a complex mission-driven
  organization.
• Demonstrated experience supporting a senior executive or high-level office.
• Experience managing calendars,
  meetings, travel, events, budgets, expenses, and office operations.
• Experience supervising staff, student employees, or casual
  workers.
• Proven ability to maintain confidentiality and exercise discretion in handling sensitive information with tact and
  integrity.
• Demonstrated organizational and time management skills, including the ability to balance multiple projects, prioritize
  work duties, and meet deadlines.
• Ability to maintain composure and sound judgment under pressure.
• Ability to anticipate
  needs and take initiative in a fast-paced environment.
• Flexibility to work independently or collaboratively with a
  team.
• Strong interpersonal skills and ability to work effectively with a diverse community of faculty, staff, and students and to
  manage relationships and collaborate with other college departments and offices.
• Excellent verbal and written communication skills,
  including strong proofreading and professional correspondence skills.
• Proficiency in Google Workspace and other office productivity
  tools.
• Successful completion of required reference and background checks.
• An acceptable criminal offender records
  information (CORI) check.

Preferred:

• Experience working in a college or university president’s office,
  provost’s office, or other senior executive office.
• Familiarity with higher education governance, campus culture, advancement,
  alumni relations, communications, and/or presidential events.
• Experience with institutional budget systems, procurement systems,
  travel systems, event management systems, and/or constituent relationship management tools. The Office of the President uses Zoom, Workday,
  Slate, OnBoard, Asana, among other tools.

Interested candidates are asked to submit a resume and cover letter online at
https://amherst.wd5.myworkdayjobs.com/Amherst_Jobs. Please be sure to upload all requested documents prior to clicking Submit.
Applications cannot be revised once submitted. (Current employees and students should apply by clicking on the Jobs Hub icon from their
Workday home screen.) Review of applications will begin immediately and will continue until the position is filled. Amherst College is
committed to an inclusive hiring process and will provide reasonable accommodations for candidates throughout the application and interview
process upon request.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or
continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

To apply,
visit https://apptrkr.com/9751214“”>https://amherst.wd5.myworkdayjobs.com/en-US/Amherst_Jobs/job/Amherst-Campus/Exe
cutive-Assistant-to-the-President_JR7124

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