Assistant to the Executive Office

DUTIES: The Assistant to the Executive Office provides administrative and program support to the President's Office, the vice presidents on the Santa Fe campus, and the Community and Lifelong Learning (CLL) department. Support of the President's Office is the position's first priority. The Assistant backs up the Executive Assistant to the President, staffs the executive suite in Santa Fe, and handles the routine administrative work that keeps several offices running, including scheduling, invoices, expense reports, and logistics. The role takes direction from multiple leaders and requires sound judgment in balancing their requests. Attendance at some evening and weekend events, including during Summer Classics, is required.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Support of the President's Office

• Provides administrative support to the President, including calendar coordination, meeting logistics, agendas and materials, correspondence, and travel arrangements.
• Serves as backup to the Executive Assistant to the President when the Executive Assistant is off-site or at capacity.
• Helps maintain the President's Office shared files and SharePoint sites and assists with document management, including scanning and uploading files.
• Staffs the executive suite, to include handling in-person, phone, and email inquiries to their resolution; communicating and resolving facilities management for the floor such as IT, cleaning, and work order requests; and general office management such as ordering supplies and shipping materials.
• Provides administrative support for President's Office events, including Commencement, Hunt House functions, and VIP seminars as assigned.
• Provides administrative backup for Board of Visitors and Governors (BVG) work as directed.
• Supports the President's Office on the Annapolis campus remotely, with tasks as assigned by the President.

Support of the Vice Presidents

• Provides administrative support to the vice presidents on the Santa Fe campus, including meeting scheduling, calendar coordination, travel arrangements, expense reports, invoices, correspondence, and document preparation.
• Provides administrative support for meeting logistics, including room requests and diagrams, catering orders, and AV and technology setup requests.
• Builds and maintains a system for administrative tasks received and completed across all supported offices and reports on it regularly.

Support of Community and Lifelong Learning

• Provides administrative support for programs and events, including ongoing customer service and inbox management; ordering of collateral material and supplies; shipping materials and sending mail; booking room requests and lodging room blocks; and completing catering orders, AV and technology setup requests, and shuttle reservations.
• Drafts, tests, schedules, sends, and tracks mass participant communications for the Classics programs, including reminder emails, newsletters, book mailings, and calendar invitations, following templates and standards set by program staff and under supervision for text proofing and process review.
• Provides on-site support at events, including evenings and weekends, such as catering review, parking direction, and other guest assistance.
• Creates and schedules Zoom meetings for online Classics seminars.
• Processes invoices and expense reports and assists with budget tracking and reporting.
• Helps maintain shared files and SharePoint sites and assists with document management.
• Prepares agendas and minutes for CLL-related meetings as necessary.
• Helps supervise student employees.

Performs other job-related duties as assigned.

PERFORMANCE MEASUREMENTS

• Timely, accurate work across all supported offices.
• Responsive, reliable support of the President's Office, including seamless backup of the Executive Assistant to the President.
• Effective management of competing requests from multiple leaders, with priorities raised to the supervisor when needed.
• Efficient, accurate processing of invoices, expense reports, and logistics.
• Development and use of tools and workflows that improve efficiency.
• Demonstrated teamwork and commitment to departmental outcomes and college success.

KNOWLEDGE & SKILLS

• Three years of similar or related experience, including administrative support of senior leaders.
• (1) A two-year college degree, (2) completion of a specialized course of study at a business or trade school, or (3) commensurate experience.
• Courtesy, tact, and diplomacy are essential. Work involves frequent contact with the President, vice presidents, board members, faculty, staff, and external partners, and requires discretion with confidential information.
• Strong organizational skills and the ability to prioritize, switch focus, and manage several distinct tasks in quick succession. Flexibility to take on tasks from multiple people. Ability to work independently and collaboratively. Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams, and SharePoint) and Zoom required. Skilled at written and verbal communication, including proofing the work of others. Excellent customer service skills. Desired Qualifications: Experience in higher education or a nonprofit setting. Demonstrated aptitude for using technology to solve problems and work efficiently, including AI tools, using them with discernment, checking their output, and safeguarding confidential information. Experience with a constituent, registration, or donor database. Experience with meeting logistics, travel arrangements, and expense processing.
• On-site position on the Santa Fe campus. Some evening and weekend hours required. No travel required.