Executive Assistant

Office: Office of the President

Reports to: Associate Vice President & Secretary of the Board

Work Period: 12-month

Hours: Full-time

Overtime: Exempt

Job Grade: 8

General Summary: Provides executive and administrative support to the president of the college. Works with the president, vice presidents, trustees, donors, students, parents, alumnae, faculty, staff members and the public in a fast-paced, high-volume executive office.

Essential Job Functions:

1. Coordinates the president's extensive calendar of activities, exercises independent judgment in setting priorities for the use of the president's time and in bringing special events and other items to the president's attention, prepares daily briefing materials for the president, and assists the president in maintaining her daily schedule.
2. Schedules meetings and conference calls in a timely manner, ensures participants have appropriate documents in advance, and makes arrangements for catering, technology and other needs.
3. Makes travel arrangements for the president.
4. Keeps informed of college and president's goals, priorities and strategies.
5. Communicates on behalf of the president with internal and external constituencies, often regarding sensitive issues or confidential matters and requiring independent, sound judgment.
6. Answers in-coming telephone calls and manages the president's office email account, assessing the priority and urgency of the call/email, taking appropriate action and ensuring prompt responses; proactively works with colleagues to ensure full communication coverage for the office.
7. Manages incoming mail, exercising independent judgment to prioritize and assess "need to know" by the president and others.
8. Drafts and prepares correspondence for the president.
9. Greets and escorts the president's guests in a friendly and professional manner.
10. Plans and coordinates presidential entertaining, ranging from small lunches to large holiday parties, and assists with and represents the president's office in planning special college events. Occasionally staffs evening and weekend events.
11. Serves as the calendar manager for the president's division.
12. Processes the president's expense reports on a timely basis and prepares for an annual audit by a representative of the Board of Trustees.
13. Tracks expenditures for the Office of the President and prepares monthly expense reports.
14. Serves as a liaison between the college and the president's family.
15. Performs routine administrative duties, including but not limited to copying, scanning, filing, and processing of invoices for payment.
16. Trains, supervises and mentors student assistants and works closely with the president's office fellow to ensure the smooth functioning of the office.

REQUIREMENTS

Knowledge/Skills/Abilities:

• Demonstrated ability to maintain strict confidentiality
• Demonstrated ability to use discretion and good judgment
• Demonstrated proficiency for attention to both big picture and details and strong organizational skills
• Self-motivated, able to work independently and prioritize work assignments
• Ability to deal with ambiguity and juggle multiple tasks and last-minute requests
• Ability to collaborate and effectively communicate with team members
• Ability to communicate with others, via telephone, email and in person, in a professional, courteous and helpful manner
• Excellent writing and proofreading skills
• Ability to understand, be diplomatic and tactful, and maintain composure in difficult situations
• Familiarity with higher education from an institutional perspective, a plus
• Proficiency in the Microsoft Office Suite and Google applications, familiarity with Smartsheet, LocalList, Mailchimp, a plus

Other:

• A presence appropriate for meeting constituencies seeking the president and demonstrated appropriate behavior in social settings

PHYSICAL DEMANDS

DISCLAIMER
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

APPLICATION PROCESS
Please apply online. Position is posted until filled. Due to the overwhelming response to the college's staff openings we are unable to respond personally to individual telephone inquiries. No faxed submissions please.

EEO
Agnes Scott College does not discriminate on the basis of, race, color, national origin, religion, sex, sexual orientation, age, veteran status, disability or genetic information, gender identity and gender expression or any other characteristic protected by law in its employment. Agnes Scott College has a strong commitment to diversity and urges members of underrepresented groups to apply.

Health & Safety Measures

All persons hired by Agnes Scott College must submit proof of COVID-19 vaccination prior to starting employment unless they have been granted an exemption based upon a medical or religious reason.