Executive Administrative Assistant to the Presi...

About American International College:

American International College is a private, coeducational institution of higher education located on a 88 acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has approximately 2200 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

AIC strives to create a diverse and inclusive campus community that is representative, at all job levels, of the students we serve. We are an EEO employer and we welcome applications from individuals for positions where they are underrepresented.

Job Description:

• Provide executive level assistance to the President by performing significant administrative responsibilities with the highest levels of confidentiality and integrity. Responsibilities include, but are not limited to: monitors and manages the calendar and time commitments of the President. Coordinates travel arrangements. Screens all incoming calls, correspondence and general email. Provides direct support to the president by gathering, creating and/or analyzing reports for use in presentations, materials, data files, and/or related projects. Organizes and edits internal and external correspondence in matters of institutional significance and under tight deadlines, demonstrating a high level of oral, written, and digital communications skills as well as technological fluency.
• Assist with budget oversight for the Office of the President and the Board of Trustees. Responsible for tracking budget expenditures. Generate and process expense reports and reconcile credit card invoices for the direct reports of the president.
• Works closely with the president to plan, coordinate, and oversee all details for special projects, assignments and events. Serves as support to the President at events before, during, and after regular working hours (e.g., President's reception, town hall meetings, etc.).
• Assist with the development of and publish the cabinet meeting agenda, distribute supporting documents, and serve as the recording secretary.
• Acts as a liaison for communication between the President's Office and internal and external constituents, including but not limited to: trustees, vice presidents, deans, parents, and students.
• Responsible for coordinating building (Adams Hall) maintenance with facilities.
• Undertakes research projects, and collects and analyzes data, as background for meetings and special initiatives, i.e., NECHE visit.
• Assists in the staffing of the Board Governance Committee.
• Plans and prepares for Board of Trustees meetings. Produces digital background material for Board of Trustees meetings, which may require coordinating and assembling of digital/electronic material; ensures quality of the product; scanning documents; and arranging for dissemination.
• Responsible for recording minutes for the full board and board governance meetings.
• Acts as a key point-of-contact for requests for information from board members. Coordinates requests from the Board of Trustees for documents, reports, and a variety of information from departments across the campus.
• Coordinate and manage large-scale, public-facing events several times during the year.
• Other duties as assigned.

Requirements:

• Required Degree(s): Bachelor's degree
• Preferred Degree(s): Master's degree
• Required Field of Expertise: 3-5 years administrative support experience for an executive administrator and previous professional, interaction with members of the Board of Trustees.
• Preferred Field of Expertise: Experience in a college setting is preferred.

Knowledge/Skills/Abilities

• Must be proficient in Microsoft Office Suite.
• Must possess a good sense of humor, with the ability to work under pressure within a diverse, fast-paced environment.
• Excellent communication, interpersonal, and organizational skills.
• Exceptional written, and oral skills.
• Ability to multitask while meeting strict deadlines.
• Must be professional with the ability to be discreet with sensitive and highly confidential information.
• Self-starter, independent and meticulous with strong follow up skills.
• Proactive, anticipates the needs of the office, takes initiative, prioritizes work and delivers results.
• Ability to write reports, business correspondence and presentations. Ability to effectively present information and respond to questions from students, parents, vendors, and the general public.
• Ability to solve practical problems, and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Available to work extended hours, and weekends when required.

Additional Information:

Work Schedule:

This is an exempt, benefits level position, not limited to 35 hours. Normal business hours are Mondays through Fridays, 8:30 am - 4:30 pm, flexible to the needs of the department

AIC reserves the right to fill this position at a level above or below the level included in this posting.

AIC is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Application Instructions:

Qualified applicants should save and submit the following documents with the online application.

• Brief cover letter
• Current resume
• Contact information for three professional references (one of which must be a current or prior supervisor)

Review of applications will continue until the position has been filled.