Confidential Executive Assistant

Position Details

Position Information

Posting date

09/25/2023

Closing date

Open Until Filled

Yes

Position Number

1128632

Position Title

Confidential Executive Assistant

Department this Position Reports to

General Counsel

Hiring Range Minimum

$52,400

Hiring Range Maximum

$65,600

Union Type

Not a Union Position

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?

Onsite only

Is this a term position?

No

If yes, length of term in months.

N/A

Is this a grant funded position?

No

Position Purpose

Reporting in a matrixed relationship to the Deputy Secretary of the Board of Trustees and the Office Manager and Executive Assistant to the Senior Vice President, General Counsel and Secretary ( SVPGCS ), the Confidential Executive Assistant will provide administrative and organizational support and management for the Deputy Secretary and the Board of Trustees. Working in a multifaceted, dynamic, and fluid office environment, the Confidential Executive Assistant will be responsible for working closely with office colleagues to ensure the Board’s timely, informed, and effective decision making in accordance with Dartmouth’s mission and strategic priorities.

Description

Required Qualifications - Education and Yrs Exp

Bachelors plus 3-5 years' experience or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

• Bachelor’s degree or equivalent combination of education and experience
• At least five years of relevant executive support experience in a fast-paced and highly demanding environment in a complex organization
• Knowledge of scheduling principles and procedures and excellent calendar management skills, including the coordination of complex executive meetings
• Strong organizational skills and the ability to set priorities and adhere to deadlines
• Experience in planning and executing events and programs, ensuring the smooth operation of all aspects of meetings and events
• Commitment to diversity, equity, inclusivity, and belonging
• Exceptional communications and interpersonal skills
• Attention to detail and accuracy
• Demonstrated writing and proofreading skills
• Demonstrated skill in problem-solving, decision making, and troubleshooting
• High degree of flexibility, integrity, discretion, and tact
• Proven ability to maintain confidentiality and to handle highly sensitive information
• Strong knowledge of all office and video conferencing applications and mobile technology troubleshooting experience
• Availability to work nights and weekends

Preferred Qualifications

• Experience in higher education
• Bachelor’s degree strongly preferred

Department Contact for Recruitment Inquiries

Sandhya Iyer

Department Contact Phone Number

Sandhya.L.Iyer@dartmouth.edu

Department Contact for Cover Letter and Title

Sandhya Iyer

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, conduct review, 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?

Not an essential function

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/70805

Key Accountabilities

Description

Board of Trustees administration:
Provides administrative and organizational support and management for the following:

• Coordinates all preparation for, execution of, and follow-up from all Board meetings
• Coordinates compilation of written Board book materials, ensuring confidentiality and conflicts of interest are appropriately addressed, and assembling and distributing Board book materials in compliance with immediate and long-range deadlines
• Manages complex Trustee events and programming.
• Supports Deputy Secretary in planning and maintaining agendas for calls, briefings, and other communications with Board Chair and other Board leadership.
• Attends all Board meetings and assists Deputy Secretary in preparing meeting minutes as needed.
• Maintains Board Office manual, develops and implements calendars and checklists for tracking all full Board and committee activities and actions, and regularly updates calendars and checklists with completed items and next steps.
• Distributes annual and recurring deadlines to senior officers, committee liaisons, and others with responsibilities for submitting items to the Board for discussion and/or voting.
• Tracks advisory board candidate nominations and approvals in collaboration with the Dean of the Faculty and the Provost.

Percentage Of Time

40

Description

Trustee stewardship and engagement:

• Assists Deputy Secretary in providing comprehensive briefings and talking points to Board leadership and the President in advance of Board meetings.
• Develops, distributes, and tracks invitations to third parties to Trustee-hosted events on campus.
• Arranges reimbursement of expenses incurred for Board-related activity.
• Annually oversees procurement and development of appropriate gifts and programming for Trustees retiring from the Board, in consultation with the Deputy Secretary.
• Provides administrative and organizational support and management for the following:
  • Board orientation and continuing development programs and materials
  • Board engagement with the institutional community
  • On- and off-campus events involving current and emeritus Trustees
  • Communications with current and emeritus Trustees and their assistants
  • Distribution of correspondence related to and resulting from Trustee meetings

Percentage Of Time

30

Description

Systems management:

• Maintains the Board’s online platform and frequently updates the platform with all Board book materials, committee reports, presentations, and all other materials submitted to or requested by the Board.
• Designs training for Trustees on the Board’s online platform and troubleshoots any issues with the online platform.
• Manages assignment of NetIDs and single sign-on enrollment of all Trustees.
• Maintains the Board’s web site, routinely reviews existing content, and drafts and incorporates new content following review and approval by SVPGCS, Deputy Secretary, and Board Chair.
• Participates as office representative in meetings relating to Commencement organization and implementation; orders and maintains Trustee regalia and assists Trustees with regalia as needed.
• Maintains and discards records according to applicable record retention schedules, preserving confidentiality as needed, and transfers Board records to Archives at the direction of the Deputy Secretary.

Percentage Of Time

15

Description

Support of leadership and management:

• Provides executive support and calendar/office management to the Deputy Secretary, including scheduling and organizing complex activities such as meetings, travel, and expense submission follow-up. Tracks relevant deadlines, logistics, documentation, and follow-up, and develops solutions as needed for projects. Facilitates, attends, and participates in meetings as required. Drafts and distributes correspondence on behalf of the Deputy Secretary.
• Regularly handles confidential and/or sensitive information and exercises discretion concerning its disposition.
• Prioritizes and facilitates Deputy Secretary’s interactions with and support of Board members.

Percentage Of Time

15

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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

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Documents Needed to Apply
Required Documents

1. Cover Letter
2. Resume

Optional Documents