What are the responsibilities and job description for the Executive Assistant to the President position at Lafayette College?
The Executive Assistant to the President provides high-level administrative support to the President of Lafayette College. Reporting directly to the Chief of Staff to the President, this position requires exceptional organizational skills, discretion, and the ability to handle confidential information with professionalism. The Executive Assistant serves as the primary support to the President, including managing a busy calendar — efficiently and strategically scheduling meetings, events, and travel. The Executive Assistant will also serve as the primary point of contact for internal and external stakeholders on matters pertaining to the President and the Office of the President, and assist with managing and, at times, developing communications, under the direction of the President and Chief of Staff. Finally, the Executive Assistant will serve as the central member of the team that manages the activities and operations of the Office of the President, collaborating with the team to ensure all Office functions are handled in a timely and professional manner.
JOB DUTIES AND RESPONSIBILITIES
Essential:
- Provide administrative and executive level support to the President to efficiently administer the operations and initiatives of the office.
- Exercise initiative and independent judgement in the daily activities of the office.
- Manage the calendar of the President by helping create a schedule that facilitates meetings, events, and travel reflecting institutional strategic priorities.
- Coordinate logistics for events hosted or attended by the President. Coordinate Presidential events, as needed, including arrangements and setting up of the venues, ordering food, and setting up for virtual/hybrid meetings and conference calls, etc.
- Handle correspondence, prioritize incoming communications, and respond on behalf of the President when appropriate.
- Support the President in preparation for meetings, events, and speaking engagements by furnishing background research, data, and other relevant material in a timely manner.
- Serve as a liaison between the President’s office and various college departments, committees, and external entities.
- Serve as the hub for collecting and appropriately disseminating and distributing information.
- Coordinate with Vice Presidents and Division Heads in prioritizing the President’s attendance in meetings by balancing various critical and urgent engagements.
- Manage and assign incoming emails, phone calls, and other forms of communications for responses, follow-ups, and for facilitating finalization of various decisions.
- Communicate effectively and professionally on behalf of the President, both orally and in writing.
- Maintain office efficiency by overseeing administrative operations in coordination and collaboration with a small support team.
- Ensure the President’s office is well-equipped and organized.
- Manage office budgets, expenses, and procurement of supplies.
- Handle sensitive and confidential information with utmost discretion and integrity.
- Maintain confidentiality in all interactions and communications involving the President’s office.
- Undertake special projects and assignments as directed by the President.
- Conduct research, compile data, and prepare briefing materials for the President’s use.
- Assist the Chief of Staff in preparing high level and confidential presentations, briefings, and reports for the President, the Board of Trustees and other senior officers.
Perform other duties as assigned.
Education, Experience and Knowledge:
- Bachelor’s degree preferred.
- Minimum 5 years of experience with proven ability to work collaboratively and professionally with all levels of colleagues within an organization.
- Demonstrable record of collaborative, creative, effective, and ethical administrative work.
- Possess the highest level of commitment to Lafayette’s liberal arts mission.
- Team player with exemplary integrity and strong work ethic.
- Evidence of appropriate software and technological skills to ensure streamlined office communications including preparation of documents using Microsoft Office suite.
- Evidence of experience in collaborating/working with a small office staff team.
- Demonstrated ability to communicate effectively and efficiently using strong writing, interpersonal, and organizational skills.
- Proven office administration skills in providing effective team management.
- Ability to multitask in a fast-paced, complex organization.
- A proven self-starter and a quick learner with initiative and a positive attitude.
- Evidence of exercising discretion regarding confidential matters.
- Demonstrated skill and proficiency in developing management reports with accuracy and clarity for supporting Cabinet-level decision-making.
- Proven experience in leading and managing stakeholder engagements and relationship development.
- Ability to set operational priorities and implement multiple projects simultaneously.
- Demonstrated proactive approach to foresee and respond to the needs of leadership.
- Able to sit up to 90% of the working day and have sufficient dexterity to operate personal computer, printer, and other office equipment.
- Ability to stand, walk, bend and lift up to 20lbs.
- Ability to accommodate performing tasks beyond office hours.
The College reserves the right to change or reassign job duties or combine positions at any time.
Please submit a letter of interest, resume and contact information for three references. Review of applications will begin immediately and continue until the position is filled. http://apply.interfolio.com/163047
Lafayette College is committed to creating a diverse community: one that is inclusive and responsive, and is supportive of each and all of its faculty, students, and staff. All members of the College community share a responsibility for creating, maintaining, and developing a learning environment in which difference is valued, equity is sought, and inclusiveness is practiced. Lafayette College is an equal opportunity employer and encourages applications from women and minorities.
