Executive Assistant, Office of the President

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The Executive Assistant, Office of the President, reports to the Director and Special Assistant to the President and directly supports the President and the Director.

The Executive Assistant interacts daily with high-level external and internal constituents, including the Board of Trustees and VIP guests of the College, ensuring seamless and high-end customer service.

This role requires strong attention to detail, exceptional organizational skills, and integrity and discretion in handling confidential information.

ESSENTIAL JOB DUTIES

• Perform administrative and office support activities such as filing, copying, and similar tasks as requested.
• Assist with administrative coverage of the reception area in the President's Office suite.
• Answer phone calls, voicemails, and emails promptly, providing information and connecting inquiries to the appropriate staff.
• Establish and follow departmental administrative procedures, maintaining confidential information, and evaluating workflows to meet office needs and ensure excellent customer service.
• Organize and maintain manual and computerized confidential departmental files, records, and logs, ensuring the smooth and timely flow of correspondence and data security.
• Prepare and submit work order requests, purchase orders, invoices, and expense reports for the President's Office.
• Arrange IT assistance as needed for the President's Office suite.
• Maintain office supplies inventory and order supplies as needed.
• Manage and track event and inauguration invitations and follow-up.
• Assist the Director & Special Assistant to the President with sending meeting reminders and ensuring that necessary materials are available for each meeting.
• Assist with tracking follow-ups from meetings and events, such as sending thank-you notes and recognitions.
• Prepare meeting rooms with AV needs and refreshments before each meeting.
• Assist the President with travel arrangements for business meetings and conferences.
• Assist the Director & Special Assistant to the President with managing the general President's Office email inbox.
• Serve as a backup to the Director and Special Assistant to the President for scheduling and managing the calendars of the President and the President's Office.
• At the direction of the Director, College Events & Special Initiatives, assist with coordinating events, meetings, candidate interviews, visitor reception, and special projects.
• Order catering, set up water and coffee stations, reserve spaces, and arrange for audio / visual assistance for in-person meetings.
• Assist with the college's commencement preparations, including ordering regalia, organizing speaker binders, and handling event-day logistics.
• Some evening and weekend work may be required.
• Perform all other duties and projects as assigned.

QUALIFICATIONS - Qualifications are deemed required or preferred and represent what is needed to perform the job effectively.

• High school diploma or equivalent required. A bachelor's degree is strongly preferred.
• A minimum of five years experience in a professional office environment is required. Experience in a complex organization with senior-level administrators is preferred.
• Previous administrative experience in a college or university setting or in a fast-paced environment preferred.

KNOWLEDGE, SKILLS, AND ABILITIES - This may be representative but not all-inclusive of the knowledge, skills, and abilities commonly associated with the job.

• Ability to work independently and as a team player.
• Strong decision-making and problem-solving skills.
• Punctual, dependable, and adaptable to unexpected changes.
• Excellent verbal and written communication skills.
• Exceptional interpersonal skills with a welcoming attitude and confidence to initiate conversations and answer questions.
• Commitment to diversity, equity, and inclusion.
• Ability to manage multiple projects simultaneously and prioritize tasks with varying severity and complexity.
• Exceptional organizational skills with the ability to follow through on tasks and requests.
• Ability to maintain high integrity and discretion when handling confidential information.

PHYSICAL ABILITIES - Activities commonly associated with the performance of the functions of this job. The physical demands described below represent those that an employee must meet to perform the essential functions of this job successfully.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Requires intellectual and mental concentration.
• Requires the ability to stand and / or sit for long periods of time
• Required to move / lift light objects

WORK ENVIRONMENT - Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• Typical office conditions with a dedicated desk and equipment.
• This position is in-person on the Boston campus.
• The President's Office welcomes guests by appointment, including administrators, faculty, staff, students, parents, trustees, business partners, government dignitaries, and other important visitors.

Disclaimer : This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.

Certain job duties described herein may be subject to possible modification in accordance with applicable state and federal laws.

Compensation : $62,600.00 - $76,700.00 annually, commensurate with experience.

Grade of Position : 23-08E

Scheduled Weekly Hours : 36.25

Division : Division of Office of the President

In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members.

We offer a generous benefits package to regular staff scheduled to work 20+ hours per week.

Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible.

Additional benefits such as life and disability coverage as well as commuter offerings are available.

Please refer to our benefits website for a full list of benefits and eligibility requirements.

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