Executive Assistant to the Senior Vice President & VP and Dean of Admissions and Financial Aid

Job Number: R0007350

Job
Description
Department:
College Advancement

Job Summary:

This is
NOT a remote position.

Reporting to the Senior Vice President and supporting both the Senior Vice President and the Vice President
and Dean of Admissions and Financial Aid, the Executive Assistant plays a critical role in providing the day-to-day operations for the
Senior Vice President. The successful candidate will perform diverse, responsible, and complex functions that require independent
judgment.  This position serves as a confidential resource and must project a positive and professional attitude and image while
maintaining a high level of confidentiality and integrity. This exempt position requires a high degree of skill in communicating and
interacting with a diverse range of internal and external stakeholders. This position requires exceptional professionalism and discretion,
agility in seamlessly pivoting between various tasks and activities, and a proactive approach to time and project management.

Essential Functions

To be successful in this position, an individual should be able to perform the essential duties
and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be
representative rather than exhaustive, and additional responsibilities may be assigned as needed.

• Provide executive
  assistance to both the  senior vice president and the vice president and dean of admissions and financial aid, including drafting and
  managing correspondence and communications, scheduling appointments and overseeing the calendar, coordinating travel arrangements and budget
  reconciliation, compiling various reports and summaries, maintaining records and other documentation, managing projects, and coordinating
  special events

  
  

• Conduct research and gather all necessary information for the senior vice president before meetings and
  events

• Track, anticipate, and prepare for upcoming deadlines, events, and agenda items

  
  

• Coordinate committee
  meetings, prepare agendas, organize logistics, draft and distribute minutes, and track tasks and projects

• Assume
  responsibility for a variety of special projects

  
  

• Prepare briefing points and materials for speeches, meetings, and
  presentations

• Protect confidential and sensitive information and use precise discretion when disseminating
  information

  
  

Position Qualifications

Education and/or experience:

• Minimum of
  three years of progressively high-level administrative experience

• Demonstrated ability to anticipate project needs,
  independently discern work priorities and problem solve, and meet tight deadlines with minimal supervision.

  
  

• Exceptional
  computer skills, including Microsoft Office, Google Education Suite, and Adobe platforms.

• Ability to function effectively
  under pressure; meticulously checking work to ensure accuracy and completeness; tracking and following up with others to ensure that
  agreements, needed work and commitments have been fulfilled.

  
  

• Proven experience in budget monitoring and analysis, records and
  filing management, and adherence to administrative policies and procedures.

• Intuitive mindset, creative aptitude, and
  effective use of discretion and independent judgment; able to look beyond the assigned task and consider tangential and collateral
  connections, challenges, opportunities, and possibilities.

  
  

• Results/action-oriented work style; strong strategic, analytical,
  planning and problem-solving skills; able to successfully navigate within varying degrees of ambiguity in a fast-paced
  environment.

• Demonstrated ability to foster positive relationships and communicate effectively with stakeholders at all
  levels of the organization.

  
  

• Experience working within the Workday environment preferred.

• Proven experience
  working with cross-functional teams and facilitating operational improvements

  
  

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to
successfully perform essential functions of this position and/or may be encountered while performing essential functions.  Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To successfully
  perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality concerning employee data,
  documents, issues, etc., and respect the privacy needs of employees and past employees about the same.

• The ability to comply
  with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple
  occurrences of sudden, urgent task completion required.

  
  

• There may be occurrences of employees, past employees, members of the
  general public, and others who express opinions and may exhibit strong emotions, which will require the employee to interact professionally,
  diplomatically, and appropriately in such situations.

• 
  

  While performing the essential duties of this position, an employee
  would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus
  facilities. 

  
  

• There may be multiple/daily instances of prolonged personal computer use, which would include keyboard
  and/or mouse usage as well as viewing a computer monitor.

• An employee must frequently lift and/or move up to 10 pounds and
  occasionally lift and/or move up to 35 pounds to perform essential position functions.

  
  

• Specific vision abilities required by
  this position include close vision, distance vision, and the ability to adjust focus.

• The overall work environment requires
  the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as
  well.

  
  

• The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat
  loud sounds.

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