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Executive Assistant to the President

Employer
Clark University
Location
Massachusetts, United States
Salary
Salary Commensurate with experience
Posted Date
Jul 12, 2022

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Position Type
Executive, Chancellors & Presidents
Employment Level
Administrative
Employment Type
Full Time
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Company Description:

Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.

Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub.

Job Description:

The Executive Assistant to the President provides broad-based support to the President in achieving the goals of the University and ensures efficient operation of the President's Office. Primary responsibilities for this position are to oversee management of the President's calendar and travel schedule; plan presidential events; and provide oversight of the President's Office, including staff, budgets, and communications; assist the President with resolving issues; organize and staff the President's meetings with the senior leadership team; monitor, triage and respond to inquiries and requests submitted to the President's Office.

 

Presidential Support and Office Management

On behalf of the President, professionally coordinate all presidential support and resolve administrative issues, working with campus partners to ensure successful and efficient scheduling, expense report processing, response to IT and facilities issues, and other urgent matters.

 

  • Coordinate meetings with senior leadership and provide administrative support and project management for these activities, including preparation of agenda, submission of background materials, ensuring follow through on issues and decisions. Track high priority initiatives and identify any obstacles
  • Promote a positive image of the University and President's Office by greeting and receiving visitors, and responding to inquiries from diverse audiences (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials).  Manage and provide leadership to the support staff and student workers in the President's Office. Hire and train staff, evaluate performance, and develop goals and priorities for efficient, quality, and timely completion of work
  • Assist the President by reviewing and monitoring forms, correspondence and documents prepared by other offices for the president's approval and signature. On the President's behalf, review and approve certain administrative submissions, such as leave reports.
  • Maintain confidential records and files for official archival purposes.
  • Provide leadership and coordination on other projects as assigned to enhance the functioning and profile of the Office of the President and Clark University.

 

Communications

  • Work with Marketing and Communications to ensure the accuracy, quality, and effectiveness of all communications from the President's Office.
  • Manage, review, and screen communications directed to the President and the President's Office. As appropriate, summarize, respond, initiate fact-finding, and/or refer the matter to the appropriate University official in a timely manner. Quickly analyze inquiries, resolve problems, and prioritize issues for further response. Safeguard confidentiality and discretion in all such communications.
  • Compose letters, memos, reports, and presentations on behalf of the President.
  • Coordinate with MarCom to maintain President's Office website with communications, media, lectures, and organizational chart updates.

 

Planning and Budgeting

  • Work with University Advancement on travel and stewardship of the President to meet with and thank alumni for gifts and support through letters and reports; monitor giving reports; add contact reports to Raiser's Edge.
  • Oversee the President's calendar ensuring clarity of purpose, productive use of time, and appropriate preparation for all meetings, projects, events, and travel.
  • Manage the President's travel schedule and coordinate plans with University constituencies who require the President to participate in out-of-town events.
  • With the Chief of Staff, plan for and project the annual budgetary needs of the department; oversee expenses of three sets of budgets (general operating budget, University dues and memberships, and President's discretionary funds). Coordinate office supplies and equipment.)
  • Support and coordinate high-level searches for new personnel at the Vice President level.

 

Event Planning and Support

  • In collaboration with Events Director, help plan and coordinate special events on- and off-campus, including dinners, receptions, luncheons, meetings, holiday parties, and lectures that meet the level of "presidential events," including events sponsored by University Advancement. Facilitate the success of events hosted by the President's Office by scheduling with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events as needed.
  • Oversee the President's Office portion of Commencement, coordinating the honorary degree recipients, platform party, Harrington House dinner and brunch, and creation and distribution of scripts, and serving as a member of the Commencement team.
  • Coordinate the management of Harrington House with institutional partners in Facilities Management, University Police, Information Technology Services and other areas.
  • Support the University activities of the President's spouse.
  • Staff the President and assist the Board Office during Board of Trustees meetings to help ensure Trustees are supported and meetings run smoothly.

Requirements:

  • Bachelor's degree or higher
  • At least 5 years of experience providing executive or high-level administrative support, preferably in an institution of higher education or similar
  • Excellent oral and written communication skills and ability to draft correspondence and reports
  • Project management skills and ability to anticipate needs of the president and the office
  • Exceptional discretion and judgment in managing information of a highly confidential and sensitive nature
  • Initiative and self-motivation, working independently and as a team member
  • Impeccable attention to detail, strong organizational and problem-solving skills, and ability to multitask and handle changing priorities and crises
  • Ability to project a positive image of the University and successfully handle interpersonal relationships and issues with professionalism, diplomacy, and tact
  • Creativity and resourcefulness
  • Management and supervisory experience
  • Strong Microsoft Office skills
  • Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus

 

 

Clark University currently requires all employees and students to be vaccinated against COVID-19. Exemptions will be made for medical or disability reasons or religious beliefs, and could be made, at the sole discretion of the University, for other well-documented reasons.

Additional Information:

Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.

Clark University offers a generous benefit package for full and, if applicable, part-time employees that include; paid time off, generous retirement plan, group health and dental insurance, life insurance, and tuition, along with use of many campus amenities. For a complete list of benefits for eligible employees visit here.

Application Instructions:

To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:

  • Resume
  • Cover letter

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Already have a Clark University Careers Account? Login to your account to add documents or update your account.

Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.

Applicants must be currently authorized to work in the United States for any employer.

HR to select: A successful background check is required upon acceptance.

Apply Online

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