Administrative Associate

Administrative Associate
New York City, NY
Staff
Full time
Staff
Job:
Administrative Associate

Job Summary:
Reporting to the Chief of Staff to the President and working closely with the Administrative Manager and Executive Assistant to the President, the Administrative Associate provides high-level, confidential administrative support to the Office of the President to ensure that the services and functions of the office are carried out in an efficient and professional manner. The Administrative Associate takes the lead in providing front-line customer service for the President's Office and collaborates with the Administrative Manager and Executive Assistant to the President to manage the President's calendar.

Job Description:

Act as the Public Face of the Office of the President

• Provide excellent and discreet administrative support to the President.
  
• Greet visitors to the office and serve as the "face" of the President's Office.
  
• Answer telephones, direct calls, take messages, and respond to inquiries and requests for information as appropriate, providing high-quality customer service in all interactions.
  
• Respond to email and other correspondence on behalf of the President's Office or draft responses as appropriate.
  
• Carry out the hospitality function of the President's Office by sending notes, greeting cards, and flowers as appropriate.
  
• Manage and oversee the booking of the President's conference room.
  
• Staff and support preparation for events or activities on and off campus as needed hosted by the President's Office or other areas of the College, including occasional evening and weekend events, such as the end-of-year celebration for faculty and staff and receptions at the home of the President.
  

Support the President

• Partner with the President's Office team to coordinate the efficient and smooth operation of the office and prioritize workflow to efficiently support the President and maximize use of the President's time.
  
• In collaboration with the Administrative Manager and Executive Assistant to the President, create the President's daily calendar and manage necessary changes.
  
• In collaboration with the Administrative Manager and Executive Assistant to the President and other offices, prepare an annual calendar for the President, including meetings, events, and receptions hosted by the President on campus and at the President's residence, as well as meetings, events, and receptions hosted by other administrative and faculty offices.
  
• Schedule meetings and events, set up conference calls, and book space as needed.
  
• Acquire and organize information and materials for the President's meetings, events, reports, travel, and special projects.
  
• Compile, screen, and prioritize the President's mail for daily review; manage follow-up.
  
• Manage car service and other transportation reservations for the President and assist the Administrative Manager and Executive Assistant to the President with other travel arrangements and accommodations as necessary.
  
• Staff the President at events both on and off campus as requested.
  
• Provide personal assistance to the President and her family as needed.
  

Office Support

• Manage payments and invoice processing for vendors, reconcile monthly credit card statements, and keep financial records.
  
• Oversee inventory of office supplies.
  
• Maintain the President's Office website and the President's website.
  
• Maintain all hard copy and electronic office files.
  
• Arrange catering and meals for the President as necessary.
  
• Maintain correspondence files.
  

Project-Based Work

• Support the coordination and management of events hosted by the President's Office, such as the end-of-year celebration for faculty and staff and receptions at the home of the President.
  
• Organize the President's annual holiday mailing.
  
• Provide research for presidential initiatives as requested.
  
• Assist with the preparation for and execution of board meetings as requested.
  
• Assist with Family Engagement duties and initiatives as requested.
  

Other duties as assigned.

Skills, Qualifications & Requirements:

Knowledge, Skills, and Abilities

• Ability to work comfortably in a fast-paced and occasionally high-pressure environment.
  
• Ability to work comfortably independently and collaboratively as part of a team, both with minimal supervision.
  
• Excellent organizational and time management skills.
  
• Exceptional written and oral communication skills.
  
• Attention to detail and accuracy in all matters.
  
• Ability to take initiative, adapt and prioritize tasks, and anticipate the President's needs.
  
• Ability to maintain strict confidentiality.
  

Required Qualification Summary

• Bachelor's degree.
  
• At least 3 years of relevant office experience.
  
• Proficiency in Google Suite (Gmail, Google Calendar, Google Drive, Google Hangouts) and Microsoft Office.
  
• Flexibility regarding work schedule and duties, including occasional nights and weekends.
  

Preferred Qualification Summary

• Experience in higher education.
  
• Experience planning events.
  
• Experience supporting executives.
  
• Experience interacting with and assisting a variety of stakeholders.
  

Physical Demands Summary

• This job is an on-site, in-person role that requires face-to-face interaction with many constituents. In-person roles at Barnard require compliance with the College's pandemic response policies and procedures, including a COVID-19 vaccine requirement and mandated testing.
  
• This job description is intended as a summary of the primary responsibilities of and qualifications for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.
  

Salary Range: $67,000-$72,000

Company:
Barnard College

Time Type:
Full time

PI194994605