Executive Assistant - Transformation Office

Position Details

Position Information

Posting date

05/03/2023

Closing date

Open Until Filled

Yes

Position Number

1128451

Position Title

Executive Assistant - Transformation Office

Department this Position Reports to

Transformation Office (this is not an official dept yet)

Hiring Range Minimum

$60,900

Hiring Range Maximum

$76,200

SEIU Level

Not an SEIU Position

FLSA Status

Exempt

Employment Category

Regular Full Time

Scheduled Months per Year

12

Scheduled Hours per Week

40

Schedule

Location of Position

Hanover, NH

Remote Work Eligibility?

Hybrid

Is this a term position?

No

If yes, length of term in months.

NA

Is this a grant funded position?

No

Position Purpose

Serves as Executive Assistant to the Chief Transformation Officer of the newly created Transformation Office (TO) at Dartmouth. Manages a highly complex schedule, oversees projects, engages with key stakeholders, and manages office operations. This role coordinates meeting preparation, including gathering and creating meeting materials; staffs all executives committees associated with the TO. This position requires considerable discretion and judgment in coordinating and responding to communications on behalf of the Chief Transformation Officer. This person must be a self-starter and demonstrate a high degree of professionalism and comfort with working closely with other executives and their offices. The person must be highly organized, able to act independently and able to forge and sustain positive working relationships on campus and off.

Description

Required Qualifications - Education and Yrs Exp

Bachelors or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

• Bachelor’s degree required plus five plus years of administrative experience in an academic or corporate environment
• Excellent interpersonal skills and demonstrated success in working with an executive or related experience
• Demonstrated commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others
• Exhibited high-level of discretion, confidentiality, diplomacy and demonstrated experience in handling issues in a complex and dynamic work environment
• Excellent oral and written communication skills
• Ability to function independently and judge when to ask for assistance; ability to anticipate and take initiative
• Excellent travel planning and problem-solving skills
• Ability to meet deadlines; able to respond to changes in priorities and can multi-task
• Extremely high level of planning and organizational skills with a strong customer service orientation.
• Ability to initiate, plan and direct short and long-term projects
• Ability to lead, manage and function autonomously
• Capacity to multi-task, keep calm under pressure
• Proofreading, editing skills and excellent attention to detail
• Team player, reliable and flexible
• Highly proficient with computer applications, preferably MS Office Suite (Outlook, Word, Excel, PowerPoint, and database systems); Able and willing to learn new software as needed.
• 25% travel expected and must be available, on occasion, across multiple US time zones.

Preferred Qualifications

Department Contact for Recruitment Inquiries

LaMar Bunts

Department Contact Phone Number

Department Contact for Cover Letter and Title

LaMar Bunts

Department Contact's Phone Number

Equal Opportunity Employer

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.

Background Check

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Preferred, but not required

Special Instructions to Applicants

Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy


Additional Instructions

Quick Link

https://searchjobs.dartmouth.edu/postings/68355

Key Accountabilities

Description

Partners with the Chief Transformation Officer on critical office functions and daily operations to support the work of the Transformation Unit.

• Represents the Chief Transformation Officer to internal and external constituents in a professional and positive manner and serves as the primary office contact for individuals seeking contact with the Chief Transformation Officer.
• Conveys key issues, concerns, and time sensitive information to the Chief Transformation Officer for appropriate attention and action.
• Anticipates and recognizes problems and/or issues and brings them to the attention of appropriate team members.
• Supports the management of the department’s budget in consultation with the Chief Transformation Officer and the Executive Director of the division
• Implements institutional policies and modifies administrative practices in support of the departments activities and responsibilities.

Percentage Of Time

30%

Description

Manages the Chief Transformation Officer’s daily appointment calendar and all travel logistics; assures that reasonable agendas and logistical details have been anticipated and that the Chief Transformation Officer is sufficiently prepped for meetings and events.

• Assists with plans and arrangements for local and remote meetings, events, presentations
• Manages significant travel logistics and assures reasonable scheduling of flights, overnights and layovers. Works collaboratively with travel agencies and airlines.
• Continually briefs the Chief Transformation Officer on changes in schedules and priorities in a timely manner.
• Collects and submits accurate records of trip itineraries for local and global travel. Follows all Dartmouth College policies regarding travel and reimbursement practices.

Percentage Of Time

20%

Description

Facilitates communication with senior leadership, trustees, campus partners, alumni, and external constituents and supports the work of the Chief Transformation Officer.

• Previews and tracks correspondences from faculty, staff, board members, and other campus partners.
• Monitors Office’s email box and obtains relevant background information to assist in crafting responses.
• Exercises considerable independent judgment in responding to requests for information by email or phone, replying for the Chief Transformation Officer as needed in a timely, professional manner,
• Prepares correspondence, drafts presentations and PowerPoints and reports for SVP and others using state of the art software and communication tools.
• Creates executive summaries for high level meetings
• Staffs all boards and councils associated with the TO and prepares and sends out meeting notes in a timely manner.
• Works with other team members by reviewing materials and editing documents for clarity and managing logistics of their visits and presentations

Percentage Of Time

40%

Description

Administration and Operations

• Manages any manner of building related issues, space, communications, IT and logistics with all college departments

Percentage Of Time

10%

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Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

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Performs other duties as assigned.
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • Talent Acquisition Consultant
   • AbilityJOBS
   • American Library Association
   • CareerBuilder
   • Chronicle of Higher Education
   • Chronicle of Philanthropy
   • Dartmouth College Employment Website
   • Glassdoor
   • Internal Employee Referral (Please specify full name below)
   • HERC
   • Higher Ed Jobs
   • Indeed
   • Inside Higher Ed Jobs
   • LinkedIn
   • National Black MBA Association
   • Recruit Military
   • Prospanica
   • Valley News
   • Handshake
   • Other (Please specify below)
2. If you answered, 'Internal Employee Referral' or 'Other' to the above question, please specify here:
   
   (Open Ended Question)
   
   

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents