Special Assistant to the AVP & Executive Director, ACE Connect

Description

POSITION SUMMARY :

The American Council on Education (ACE) is the major coordinating body for the nation's colleges and universities. ACE is a membership organization that mobilizes the higher education community to shape effective public policy and foster innovative, high-quality practices.

With a diverse base of member institutions, ACE represents nearly 1,700 college and university presidents and executives, serving as the only major higher education association to represent all types of U.

S. accredited, degree-granting institutions. ACE's mission includes serving 280 minority serving institutions, 25,000 higher education professionals, and 7.

7 million students enrolled in colleges and universities. ACE membership extends to all 50 states, Washington DC, Puerto Rico, Guam, and 21 other countries.

The Special Assistant provides program and operational support for ACE Connect, coordinates communication across the ACE Connect team, provides specialized project management and execution support for the team, and manages daily administrative duties for the Assistant Vice President (AVP) & Executive Director, ACE Connect .

ESSENTIAL JOB DUTIES OR TASKS :

Program and Operations Management (60%)

• Operational Management : Play a pivotal role in the department's daily activities by managing the department's SharePoint site, updating and organizing key documents and meeting materials, creating and editing professional presentations, and organizing critical deadlines to ensure timely completion of tasks.
• Project Management : Lead and manage special projects as assigned, ensuring effective execution from inception to completion with a focus on delivering high-quality outcomes.
• Invoice and Contract Processing : Initiate and manage the processing of assigned departmental invoices and contracts; oversee AVP and unit directors' office expenses with precision and accountability;

work collaboratively with business operations colleagues to ensure process alignment.

Workspace Design and Development : Manage the design and ongoing development of departmental workspaces, such as Teams and SharePoint sites.

Regularly update information and calendars, leveraging technology tools to maximize information sharing within ACE Connect.

Communications and Outreach : Collaborate with the AVP and directors to develop and implement effective communication strategies and outreach initiatives for the unit.

Maintain oversight and management of unit email inboxes, respond to or direct inquiries in a timely manner.

Meeting Management : Oversee the topic submissions, agendas, and execution of unit meetings, including making arrangements with speakers and guests as needed.

Capture comprehensive meeting notes and ensure timely follow-up on action items.

• Process Improvement : Proactively identify areas for process improvement within the unit; propose and implement strategies to enhance processes, communication, and overall efficiency across the unit.
• Industry Monitoring : Stay informed on industry news to identify areas of impact related to and potential opportunities for ACE Connect, providing strategic insights to the team.
• Program Management and Community Engagement : Develop resource documents, reference materials, and informational materials to support communities;

identify and propose areas in which community engagement can be improved, working with the team to implement agreed upon measures.

Provide operational support and rapid response to community needs arising from inside and outside of ACE.

• Specialized Research : Conduct in-depth, specialized research at the request of the AVP or unit directors to inform strategic decisions and initiatives.
• Strategic Events Support : Assist the Associate Director and Senior Program Manager with planning and executing convenings;

provide onsite support to ensure successful event outcomes; proactively respond to participant needs onsite.

Administrative Support (40%)

• Administrative Support : Provide comprehensive administrative support to the AVP and unit directors, including strategic calendar management, coordinating high-priority appointments, organizing travel logistics, and preparing detailed meeting materials.
• Confidential Correspondence : Draft and edit sensitive correspondence, assisting the AVP and unit directors with time-sensitive and confidential messages, complex scheduling, and various high-stakes requests.
• Operational Support for ACE Communities : Provide robust operational support to ACE communities (ACE Women's Network, Women's Network Executive Council, ACE Member Networks, the Commission on Faith-Based Colleges and Universities) by scheduling meetings, crafting and distributing detailed meeting minutes, managing member records and resources, and handling other projects as assigned.
• Strategic Collaborator and Problem Solver : Proactively identifies potential challenges and resolves with minimal-to-no supervision;

collaborates across the unit and Council to ensure effective implementation of strategies, projects, programs, and meetings.

EDUCATION / EXPERIENCE / SPECIALIZED KNOWLEDGE AND COMPETENCY REQUIREMENTS :

Requirements

• College degree or equivalent experience required.
• At least 2-5 years of administrative or operational experience in a fast-paced environment.
• Demonstrated experience providing administrative and operational support to a senior executive in a fast-paced environment, preferably within higher education or a nonprofit organization.
• Must possess a proven ability to manage high-profile responsibilities with discretion, professionalism, and a high degree of organizational agility.

Essential Competencies

• Excellent communication skills including written, verbal, and interpersonal skills.
• Ability to interface well with all departments within ACE in a highly professional manner and maintain confidentiality when dealing with sensitive matters.
• Ability to work independently, manage multiple priorities simultaneously, and respond to requests promptly.
• Ability to problem solve and adapt quickly to changing needs.
• Demonstrated ability to communicate effectively and professionally with ACE staff, directors, and members of the organization and industry vendors.
• Proficiency with MS Office products including Word, Excel, Access, PowerPoint, and Outlook; experience with SharePoint a plus.

WORKING CONDITIONS / PHYSICAL EFFORT :

This is a hybrid position with a minimum of 2 days per week at 1 Dupont Circle, Washington, DC 20036.

Occasional travel may be required.

Salary : $55,436-$69,295

$55,436-$69,295

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)