Executive Assistant

Vassar College

Executive Assistant

Department: Dean Of The College Office
Duration of Position: Full year / Full time
Work Schedule:
Employee Type: Staff
Posting Date: 08/02/2024
Union Representation: Not Applicable
Posting Number: AS531P
Pay Rate: $22.00-$28.00 per hour
Compensation:

About Vassar College
Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college. Vassar stands upon the homelands of the Munsee Lenape.Vassar College is deeply committed to increasing the diversity of the campus community and to promoting an environment of equality, inclusion, and respect for difference. The College is an Equal Opportunity and Affirmative Action employer, and especially welcomes applications from veterans, women, individuals with disabilities, and members of racial, ethnic, and other historically underrepresented groups.Vassar College is a smoke-free, tobacco-free campus.

Position Summary and Responsibilities
The Executive Assistant is responsible for supporting the Dean of the College by coordinating the Dean's calendar, managing correspondence, records, and travel arrangements, leading/coordinating with appropriate departments on special events, meetings, committees, and special projects.

The Executive Assistant serves as the initial point of contact for students, faculty, and administrator communication and appointments with the Dean. The successful candidate will exercise initiative and independent judgment in managing the Dean's schedule and the office's daily activities as well as ensuring timely and accurate record-keeping and reconciliation of expenses and other office operations.

Responsibilities

• Promote a positive image of the office and the college by greeting and receiving visitors to the Dean's office, responding to inquiries from diverse constituencies, providing reliable information regarding Dean of the College policies or decisions, and referring inquiries or problems to the appropriate office or person. The successful executive assistant should be able to problem solve independently and is expected to follow up to determine if the inquirer's needs have been met.
• Manage the Dean's calendar and keep the Dean apprised of upcoming travel and deadlines. Coordinate and schedule meetings, workshops, events, and committees under the auspices of the Dean, including regular meetings with direct reports, monthly Deans and Directors meetings, and board meetings. Help with agendas, coordinate schedules of other internal and external participants, arrange for meals or refreshments, order media and telecom, and take minutes as requested.
• Coordinate phone calls and email communications by receiving, routing, and responding to incoming communications and determine the appropriate office for outgoing communications.
• Communicate with members of the Board of Trustees when required in a timely and professional manner, and support the management of various committees of the Board.
• Send out campus-wide emails on behalf of the Dean ensuring accuracy and attention to detail.
• Help coordinate and maintain the College Regulations on an annual basis.
• Prepare general correspondence, emails, and reports as needed.
• Maintain the Dean of the College website.
• Initiate supplier invoice payment requests as needed.
• Collaborate with other Dean of College Administrative Assistants on logistics and meetings arrangements as needed.
• Order and maintain office supplies.
• Hire and supervise student interns assigned to the office.

Qualifications
Required

• Bachelor’s degree, or equivalent experience.
• Five or more years of related experience.
• Proficiency with all Microsoft Office applications.
• Ability to effectively use Google Apps is necessary, especially Google Drive, Docs, Sheets, Mail, and managing multiple schedules in Calendar. Ability to learn additional business and academic applications such as Moodle, website management software, and scheduling software.
• Proficiency with Workday and/or similar systems.
• Excellent communication skills, including the abilities to draft and edit complex documents and emails.
• Demonstrated ability to effectively delegate, monitor, and follow up on the progress of multiple assignments.
• Evidence of strong time management and organizational skills, attention to detail, and the ability to apply independent judgment with limited supervision and instruction.
• Strong interpersonal skills, a high level of diplomacy, and the ability to interact with all members of the College community.
• Demonstrated abilities to handle confidential information in a discreet manner, to be proactive, to manage multiple priorities, and to maintain a professional demeanor under pressure.
• A sense of humor and willingness to have some fun along the way are appreciated.
  
  

Preferred

• Three years in which directly supporting a senior executive or serving in an executive office.
• Higher education experience.

Special Instructions to Applicants
To complete your on-line application, you will be required to attach your resume, cover letter, and contact information for 3 professional references. All attachments must be in PDF format. Review of applications will begin immediately. If you have any questions, please contact Human Resources, 845-437-5820.

For full consideration applicants should apply by:

All applicants must apply online at: https://employment.vassar.edu/postings/4022.



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