Position Purpose:

Reporting to the president, the Executive Assistant provides dedicated support to the president, including managing their schedule, coordinating background information for their meetings and activities, supporting presidential correspondence, and planning their travel. This position also serves as the initial contact person for the Office of the President, determining the scope of any inquiry and referring the person or organization to the appropriate party for resolution. Additionally, the Executive Assistant acts as the office manager, the office representative for designated college events, and the administrator of office financial transactions. The Executive Assistant provides administrative support to the other members of the Office of the President as needed.

Job Duties:

• Coordinates scheduling and logistics, including extensive travel, and provides all necessary advance materials including itineraries, research, and briefings.
• Supports the distribution of outgoing communications from the president to all college constituencies and others, and ensures that all incoming communications are directed to the president and/or appropriate colleagues for response.
• Manages all office billing and expense procedures with the Accounting Office, spanning seven different budgets. Supports the vice president for institutional affairs and on yearly budget planning.
• Manages reimbursements for travel of the president and special guests of the college.
• Manages the office’s technology needs, working closely with the Information and Library Services team and participating in regular training to maintain advanced computer skills.
• Maintains and updates the webpage for the office.
• As directed by the president, works with various campus departments to support the planning and execution of college events, such as Commencement, Convocation, Baccalaureate, and Reunion.
• Coordinates all travel and logistics for honorary degree recipients.
• Works with the college’s archivist to ensure that important presidential documents are being securely kept and non-essential documents are purged.
• Serves as a member of the College’s Senior Emergency Response Group (SERG) for emergency preparedness.
• Manages the president’s outside professional commitments, coordinating the president’s availability for external board memberships, conferences, and other meetings, coordinating travel, and preparing meeting documents.

Minimum Qualifications:

Education

Associate’s degree required; Bachelor’s degree preferred.

Experience

Five to ten years of executive administrative assistant experience in a busy corporate or non-profit environment or relevant/equivalent experience is required.

Skills and Knowledge

• Must be impeccably discreet, maintaining a high degree of confidentiality at all times.
• Must have a service-oriented disposition and hold themselves to a high standard in their work.
• Must be able to represent the president at all times and must conduct themselves accordingly.
• Must have the flexibility to adapt to unexpected circumstances, be skilled at working independently, and possess sound judgment.
• Must have excellent oral and written communication skills and communicate effectively with diverse constituencies.
• Must have an excellent command of English grammar and composition and be an exceptional proofreader.
• Must be an effective problem-solver who works with accuracy and high attention to detail.
• Must possess excellent computer skills and the ability to learn and adapt to new technology as needs arise.
• Must share a commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.

Additional Requirements:

• Willingness to work in a fast-paced environment occasionally requiring evening and weekend work.
• Participation in campus events including alumni, trustee, and donor events.
• Contributes to a tight-knit, collegial work environment within the office and across campus.

Benefits:

Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 13 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug and smoke-free workplace.