Executive Assistant to the President

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitivebenefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

PRIMARY PURPOSE

The Executive Assistant to the President within the Office of the President reports directly to the President. This role is primarily responsible for providing high-level administrative support, overseeing daily operations of the President's Office, managing the President's schedule, and ensuring effective communication with internal and external stakeholders. The ideal candidate will possess exceptional organizational skills, a strong ability to manage budgets, and experience working with high-level executives. To be successful in this position, the individual must excel at managing complex tasks with discretion, maintaining confidentiality, fostering professional relationships, and adapting to changing needs in a fast-paced environment.

ESSENTIAL DUTIES

Office Management & Operations

Oversee daily operations of the President’s Office, ensuring smooth coordination of office equipment, record keeping, and facilities maintenance.

Manage incoming and outgoing mail, office supply procurement, and vendor communications to ensure timely services.

Handle administrative overflow and collaborate with the Special Assistant to the President on calendar management and strategic needs.

Serve as secondary support to the Board of Trustees.

Communication & Scheduling

Coordinate and schedule appointments, meetings, and events for the President, preparing materials and ensuring meetings stay on track.

Provide excellent customer service by answering phone calls, greeting guests, and managing inquiries with professionalism and discretion.

Track and manage the President’s membership on external boards, councils, and task forces.

Financial Management & Budgeting

Administer day-to-day budget management, reviewing and processing invoices, reimbursements, and P-card distribution in coordination with the Chief of Staff.

Monitor and maintain financial records related to the President’s Office, ensuring accuracy and timely reporting.

Student Employee Supervision

Recruit, hire, train, and manage student workers in the President’s Office, ensuring their alignment with office objectives and professional expectations.

Event & Travel Coordination

Collaborate with the Special Assistant to the President on presidential and spousal travel arrangements.

Coordinate events and meetings for the President’s Office and the Board of Trustees, ensuring logistical needs are met and events run smoothly.

Other Duties as Assigned

KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

Proficient in office administrative practices and procedures, including budgeting, office organization, and record keeping.

Excellent knowledge of business writing and calendar management, ensuring clear and effective communication.

Superior understanding of software applications, including Google Workspace, Microsoft Office Suite, and database management systems.

Extremely skilled in managing complex schedules and prioritizing multiple tasks in a fast-paced environment.

Excellent verbal and written communication skills, capable of interacting with a wide range of stakeholders, including donors, faculty, and staff.

Superior organizational and time management skills, with the ability to maintain attention to detail and manage competing deadlines.

Extremely capable of handling sensitive and confidential information with discretion and professionalism.

Proficient in financial management tasks, including budget tracking, invoice processing, and expense reporting.

Superior ability to foster strong working relationships with internal and external stakeholders, representing the President’s Office with professionalism.

Excellent interpersonal skills, maintaining a calm and professional demeanor in high-pressure situations.

A commitment to promoting inclusion and diversity in the workplace by fostering an environment of respect and collaboration.

Extremely adaptable and flexible, with the ability to quickly adjust priorities as needs change.

REQUIRED EDUCATION / EXPERIENCE

Bachelor’s degree or an Associate’s degree combined with at least three years of experience working for a high-level executive.

At least three years of administrative experience supporting high-level executives.

PREFERRED EDUCATION / EXPERIENCE

Bachelor’s degree in a relevant field.

Five years of progressively responsible administrative experience, preferably at the executive level.

Event Management or Project Management certification.

WORK SCHEDULE

Full-time, exempt position with a flexible schedule based on the needs of the President’s Office.

Flexibility to work outside regular business hours as needed for events, travel, or urgent tasks.

PAY RATE

FLSA Status : Exempt

Starting at $70,000 per year with consideration for experience

PHYSICAL REQUIREMENTS

General office environment

Prolonged periods of sitting at a desk, working on a computer

Communicate effectively via phone, email, online meetings, and in person

Requires light walking, standing, and lifting of lightweight materials (less than 20 pounds).

Requires sufficient arm, hand, and finger dexterity to operate a personal computer keyboard, typewriter, and other office equipment.

Salary : $70,000