Executive Assistant to the Executive Director

Position Details

Position Information

Posting date

11/02/2022

Closing date

Open Until Filled

Yes

Position Number

0643000

Position Title

Executive Assistant to the Executive Director

Department this Position Reports to

Hopkins Center

Hiring Range Minimum

$20.25/ hr

Hiring Range Maximum

$25.25/ hr

SEIU Level

Not an SEIU Position

FLSA Status

Non-Exempt

Employment Category

Regular Full Time

Scheduled Months per Year

12

Scheduled Hours per Week

40

Schedule

Normal office hours with occasional nights or weekend support for events. This position offers a hybrid work schedule, however, candidate needs to be within commuting distance to the campus.

Location of Position

Hanover, NH 03755
Wilson Hall, East Wheelock Street,

Remote Work Eligibility?

Hybrid

Is this a term position?

No

If yes, length of term in months.

Is this a grant funded position?

No

Position Purpose

Reporting directly to the Howard Gilman ’44 Executive Director, the Executive Assistant to the Executive Director position provides high-level administrative and strategic planning support. Required to work independently on projects while handling a wide variety of activities and confidential matters with discretion. Manages the Director’s Office in any capacity.

As strongly as we believe in the power of the arts to transform lives, we at the Hop commit to working against the inequalities that exist within our arts community and in our larger community. We remain steadfast in our determination to continue to work together for the betterment of all by directing our efforts and privilege toward justice and equality.

Description

Required Qualifications - Education and Yrs Exp

Bachelor's degree

Required Qualifications - Skills, Knowledge and Abilities

-2-4 years of experience supporting a high-level executive.
-Excellent interpersonal skills and ability to deal articulately with a diverse range of people.
-Strong organizational skills and ability to balance priorities and meet deadlines.
-Initiative, sound judgment and ability to work independently.
-Strong writing, detail editing and proofreading skills.
-Technologically savvy in the use of computers, applications, databases, tablets and smartphones.
-Availability and willingness to work occasional weekend and evening assignments.
-Adept at handling confidential information with excellent judgment and discretion.
-Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint and Teams), Adobe Acrobat, Zoom and cloud-based applications.
-Flexible, creative, self-motivated and willing to work extended hours on occasion.

Preferred Qualifications

-Keen interest in the arts strongly preferred.
-Student staff supervision experience preferred.

Department Contact for Recruitment Inquiries

Jan Sillery

Department Contact Phone Number

646-1417

Department Contact for Cover Letter and Title

Mary Lou Aleskie, Howard Gilman '44 Executive Director

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/65623

Key Accountabilities

Description

Management of the Director’s Office
The Executive Assistant to the Executive Director manages the day-to-day operations of the Director’s office with oversight of the Director’s schedule and is the first line of communication for all internal and external stakeholders. This role supports meeting and event organizing including logistics, communication, preparation and distribution of relevant documents as well as notetaking and meeting follow up. Works closely with the Executive Director, the Senior Donor Relations Officer and the College Travel Office to organize business and development travel including detailed itineraries and all expense reconciliation. Plans and executes travel arrangements on behalf of guests of the Director and may organize special events as part of the Director’s Office. Provides a bridge for smooth communication between the Executive Director and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff. Provides technical support for the Director or arranges for special tech support, including upgrades for software applications, coordination of computers within the Director’s Office and recommendations for changes in technical options. Manages and supervises the student assistants, including training in data entry and general office duties.

Percentage Of Time

70

Description

Communication
The Executive Assistant coordinates and writes internal and external communication as it relates to relationships with individual members of the Hopkins Center Board of Advisors, members, major donors, College leadership, artists, consultants, staff and other key stakeholders serving as a resource in their interaction with the Executive Director. May research, prioritize and follow up on matters identified by and/or addressed to the Executive Director making a recommended course of action, referral or response. Assists the Director’s Office in the tracking and maintenance of any submitted materials such as memos, slide decks and other types of presentations. Proofreads typed materials to ensure accuracy of format, punctuation and spelling and for overall completeness.

Percentage Of Time

30

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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?
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   • AbilityJOBS
   • American Library Association
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   • Dartmouth College Employment Website
   • Glassdoor
   • Internal Employee Referral (Please specify full name below)
   • HERC
   • Higher Ed Jobs
   • Indeed
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   • LinkedIn
   • National Black MBA Association
   • Recruit Military
   • Prospanica
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   • 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

1. Curriculum Vitae
2. Writing Portfolio
3. Additional Document #1
4. Additional Document #2
5. Applicant provides URL for HM to review
6. Media Portfolio
7. Pictures/Photos in support of application