Executive Assistant and Board of Liaison

Alverno College
Job Advertisement

Position Title: Executive Assistant and Board Liaison– Office of the President Date: May 2023

Department: Office of the President Status: Full-time/12-month

Reports To: President

Primary Function: Facilitate the smooth and efficient operation of the President’s Office by providing
administrative support to the office while maintaining appropriate confidentiality
regarding all operations of the office. Staff recorder for the Board of Trustees.
Responsible for scheduling meetings for the President, Board of Trustees, Board
Committees and Task Forces as assigned. Under the direction of the President, prepares
materials and correspondence for the Office of the President and the Board of Trustees.
Serves as liaison for Office of the President on appropriate planning committees.
Cultivates and maintains good communication and working relationships with staff,
faculty, students and constituencies of the College.

Principal Responsibilities
President’s Office
1. Arrangements

a. Manage all aspects of the President’s complex daily calendar and appointments, based on the
President’s goals and priorities, and independently take initiative to acquire all required information
and background material necessary for each meeting, including allowing the President sufficient
preparation time for meetings and events .

b. Schedule necessary meetings; reserve rooms and order food and refreshments as needed.
c. Prepare necessary forms and processing of payment for services, contracts, travel, events, etc., as

directed by the President.
d. Coordinate President’s travel arrangements:

i. Manage all logistics for off-campus and out-of-state travel; make reservations for all flights,
rental cars, trains, hotels and meeting venues

ii. Develop detailed itineraries for all off-campus Presidential travel and offsite meetings and
events.

e. Coordinate arrangements for speaking engagements.
f. Assist in the coordination of Commencement, Institute and other special events; participate and give

support as needed.
g. Facilitate arrangements for the President's guests, including external group affiliations when meeting

on the Alverno campus.
h. Work closely with VP of Advancement and appropriate staff to schedule the President’s fundraising

schedule, travel and donor correspondence. Ensure that all details of donor meetings are current and
complete and that the President has all necessary meeting materials and relevant donor profiles in
advance.

2. Special Projects and Events
a. Assist in the coordination of special projects such as accreditation submissions, strategic projects, and

serve as staff lead to the College Council

b. Assist in the coordination of special events including commencement, Institute, and other special
events.

c. Demonstrated ability to successfully host large, web-based and hybrid (in-person and virtual)
meetings.

3. Communication
a. Serve as point of office contact for the President’s Office, maintaining a presence and attitude of

service, hospitality and professionalism.
b. Answer, screen and direct incoming telephone calls and email messages
c. Provide appropriate information and follow-through, or direct individuals to the person or

department that can assist them
d. Draft, prepare, proofread and edit all correspondence and materials (or arrange to have prepared, if

necessary) related to the function of the office; initiate and answer routine correspondence in
consultation with the President and relevant VP(s).

4. Recordkeeping
a. Establish and maintain filing and database systems to meet the needs of the office, including mailing

lists
b. Maintain a procedures book for the office; update on a regular basis
c. Maintain and update handbooks for the various external committees or boards on which the President

serves
5. Office Administration

a. Work to initiate change where necessary and to design and implement office procedures that are
conducive to a well-run, well-maintained office

b. Participate in regularly-scheduled meetings with the President to discuss current activities, office
procedures and upcoming events

c. Cultivate and maintain good working relationships with other departments. Share information when
working on mutual efforts.

d. Maintain the office; order internal and external supplies for the office; reconcile invoices and
statements of accounts

e. Supervise student workers, set their schedule to maximize office coverage, and assign and manage
workloads.

f. Provide general administrative support including, but not limited to, sorting and distributing mail; and
photocopying, faxing and scanning

6. Participate in department meetings, committees, and official College functions when appropriate
7. Comply with safety procedures, maintain clean and orderly work areas, and complete safety audits for the

office
8. Perform other tasks as necessary to support the mission of the College.

Board of Trustees
1. Staff Recorder for Board of Trustees

a. Schedule, attend and record Board meetings
b. Compile Board Briefing Book and all pertinent materials in conjunction with the President and members

of the Executive Cabinet
c. Oversee facilities and food arrangements for meetings and events as needed
d. Schedule Executive and Governance Committee meetings at the direction of the Board Chair or

Governance Committee Chair

e. Maintain files on all Board members, Board Committees, and Board Bylaws
f. Update Board Portal, Board Handbooks and related materials and reports on a regular basis
g. Coordinate Trustee involvement in Commencement Ceremony and other College & Board activities

and receptions
h. Coordinate travel arrangements and accommodations
i. Become familiar with Board members by name and face and establish rapport. Cultivate and maintain

good communication and working relationships with members of the Board of Trustees.
2. Draft, prepare, proofread and edit correspondence and materials (or arrange to have prepared, if necessary)

related to the function of the Board of Trustees; initiate and answer routine correspondence in consultation
with the President.

Qualifications
1. Demonstrated organizational skills and attention to detail including the ability to multi-task, prioritize, and

work with tight deadlines and frequent interruptions. Must have the ability to professionally respond to
variations in schedules and plans. Must be self-directed with strong problem-solving skills including the ability
to develop innovative approaches and ideas and meet challenges with resourcefulness.

2. Requires proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) including mail merge functions
and database management, Windows, as well as virtual meeting platforms (Zoom, WebEx, Google Meet,
Teams).

3. Requires a flexible and collaborative work style and the ability to interact effectively with a variety of
individuals and departments.

4. Requires excellent customer service skills and the ability to communicate and respond to both internal and
external customers professionally and in a timely manner.

5. Strong written communication skills including the ability to read, interpret, create, edit, proofread and
complete documents.

6. Evidence of sound judgment and solid decision making skills.
7. Ability to handle confidential materials and information in a professional manner.
8. Willingness and ability to work occasional evenings and weekends.
9. Bachelor’s degree required.
10. Executive support experience preferred. Demonstrated skills in planning events and project management are

a plus.

Working Conditions 

General office environment with activity peaks

How to Apply 
Apply on-line at https://www.alverno.edu/jobs/apply/login.php 
Please attach your cover letter, resume, and list of references to the online application

Alverno College is an Equal Opportunity Employer and committed to workplace diversity.