Executive Assistant to the President and President's Office - Kenyon College : Job Details

Executive Assistant to the President and President's OfficeJob no: 493151 Work type: Exempt Staff Location: Gambier, OH Categories: Kenyon College seeks a qualified applicant to fill the position of Executive Assistant to the President and President's Office. The Executive Assistant to the President and President's Office provides professional administrative support for the President, the Chief of Staff, and the General Counsel, handling sensitive matters with discretion and confidentiality. This full-time in-person position is responsible for day-to-day operations of the Office of the President, including, but not limited to, maintaining the President's calendar, communications, and travel; coordination of meetings and events; accurate and timely budget tracking; and following up on meeting action items. The person in this position exercises initiative and independent judgment in managing the President's schedule and the office's daily activities. The Executive Assistant also greets visitors, answers phone calls, performs computer work, and provides other office support, ensuring key operational and administrative functions are carried out successfully. The work of the President's Office is dynamic and requires a willingness to be flexible and adjust to the changing needs of the office and an understanding that other duties may be assigned. Primary Responsibilities

• Provide administrative support to the President, Chief of Staff, and General Counsel.
• Facilitate the efficient use of the President's time by managing and coordinating a complex calendar of appointments, social engagements, and College and community functions with individuals and groups.
• Understand the sensitivity associated with commitments to the President's time, anticipating time commitments for future projects requiring the President's review and work time.
• Arrange, coordinate, and schedule meetings, appointments, and special events.
• Coordinate, process, and manage travel arrangements, as requested.
• Assist the Administrative Assistant with ordering supplies and staffing the front desk when necessary.
• Develop an understanding of the personal preferences of the members of the office.
• Manage the Presidential email account by evaluating the incoming messages, directing relevant emails to the President, determining whether someone else on campus should receive the information, and/or handling any action required by the correspondence.
• Gather information and draft communications, routine correspondence, emails, memorandums, meeting minutes, briefings, remarks, and presentations.
• Coordinate incoming and outgoing correspondence, determining the next steps and the appropriate response.
• Prepare correspondence for distribution or approval and signature, including that from other offices, checking the documents for completeness and accuracy with the highest attention to detail.
• Manage the physical office space and ensure that the office is welcoming to all visitors.

Financial Management

• Assist with the management and monitoring of budgets under the control of the Office of the President.
• Monitor office expenditures and budget.
• Process the P-card statements and reimbursement requests for the President and for themselves, following established College procedures and timelines; may be asked to assist with these for other members of the Division from time to time and/or as necessary
• Process financial transactions for the Office of the President, including invoices, fund transfer requests, reimbursements, subscriptions, and memberships, among others.
• Ensure that all financial transactions are handled in a timely manner and with a high degree of accuracy.

Event Preparation

• Work closely with colleagues across campus to ensure an effective and efficient system by which the President receives requests for participation, event information, and remarks or main talking points in advance of scheduled events.
• Work closely with other members of the office to organize successful meetings hosted by the President or other members of the office, including senior staff meetings, by making appropriate room, technology, and dining arrangements.

Crisis Response

• Assist the Chief of Staff and President with crisis management by launching and managing a critical event response sheet and sharing it with the relevant parties on campus.
• Suppors crisis response in other ways, depending on the event or need.

Other

• Develop collaborative and positive working relationships with colleagues from across the campus.
• Field concerns and complaints from constituents with a calm, professional, helpful, and responsive demeanor.
• Contribute to a working environment that is team-oriented, anticipatory, supportive, and encourages constructive feedback on performance.
• Maintain high-profile decorum in the office in speech, demeanor, manners, and professional attire.
• Maintain standards of confidentiality in accordance with College policies and practices, FERPA, and other federal guidance.
• Contribute to the overall success of the College by performing additional other duties and responsibilities as assigned and/or appropriate.

Knowledge/Skills/Abilities

• Advanced knowledge and skill in using Google Suite, Adobe, Excel, Word, PowerPoint, and videoconferencing platforms.
• A willingness and an aptitude for learning new software programs.
• Ability to operate all standard office equipment.
• Proven ability to perform complex office tasks involving the use of initiative and judgment.
• Ability to work across departments, to communicate effectively, and to build relationships across all College constituencies.
• Discretion and the ability to handle confidential and sensitive matters appropriately
• Ability to work under pressure.
• Ability to manage multiple competing priorities in a hectic, high-profile environment.
• Exceptional soft skills, including the ability to address sensitive issues and maintain confidentiality.

Working Conditions

• Work is performed in an office environment, Monday through Friday, 8:30 to 4:30 with the ability to work additional hours as required.
• Ability to lift up to 20 lbs.
• May need to reach, kneel, or crouch in order to adjust or collect equipment and/or supplies.
• May need to move around the office and/or campus to attend meetings or conduct business.

Minimum Qualifications

• Bachelor's Degree or an equivalent combination of education, training and experience.
• 5+ years of relevant administrative experience.
• Excellent writing editing, and organizational skills are essential.

Preferred Qualifications

• Experience as an Executive Assistant to a Senior Executive in an academic, corporate, or large non-profit organization.
• Previous experience supporting executive-level or C-suite executives in higher education or a related field.
• Individuals from underrepresented groups who can contribute to the growing diversity of our community are encouraged to apply.

Kenyon College is a nationally prominent, private liberal arts college where academic excellence goes hand in hand with a strong sense of community and close relationships among students and professors.Compensation and BenefitsSalaries at Kenyon are competitive and commensurate with experience. In addition to an attractive salary, Kenyon offers benefits for employees and their family members. Children of employees are eligible for 100% tuition waivers at Kenyon, and through the Great Lakes Colleges Association, children of employees are eligible for 90% tuition waivers at eighteen other of the nation's finest liberal arts colleges.We also offer health, dental and vision insurance, TIAA retirement, and many other benefits, including provisions for a spouse, families, and domestic partners. Details about benefits as well as conditions of employment are described more fully in our Staff Handbook.Kenyon is a unique place to live and work. To discover why it should be your next home, click here.Kenyon College is an equal opportunity employer and applications from members of all underrepresented groups are encouraged. It is the College's policy to evaluate qualified applicants without regard to race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, religion, medical condition, veteran status, marital status, or any other characteristic protected by institutional policy or state, local, or federal law. Kenyon College has a strong commitment to supporting diversity, equity and inclusion. Please visit our Diversity at Kenyon website.Advertised: 31 Oct 2024 Eastern Daylight Time Applications close: