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Executive Assistant to the Senior Vice President & VP and Dean of Admissions and Financial Aid

Colby College -
Colby, KS

Apply Now

Job Details

Full-time
9 days ago

Qualifications

Computer operation
Stakeholder engagement
Budget management
Confidential information handling
Filing
Executive administrative support
Financial analysis
Task prioritization
Financial data management
Desktop applications
Managing projects
Productivity software
Documentation Handling
Cross-functional collaboration
Budget review
Cross-functional communication
Progress tracking (project management tasks)
Office record organization

Full Job Description

Job Description

Department:

College Advancement

Pay Rate Type:

Salary

Employee Type:

Job Summary:

This is NOT a remote position.

Reporting to the Senior Vice President and supporting both the Senior Vice President and the Vice President and Dean of Admissions and Financial Aid, the Executive Assistant plays a critical role in providing the day-to-day operations for the Senior Vice President. The successful candidate will perform diverse, responsible, and complex functions that require independent judgment. This position serves as a confidential resource and must project a positive and professional attitude and image while maintaining a high level of confidentiality and integrity. This exempt position requires a high degree of skill in communicating and interacting with a diverse range of internal and external stakeholders. This position requires exceptional professionalism and discretion, agility in seamlessly pivoting between various tasks and activities, and a proactive approach to time and project management.

Essential Functions

To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.

Provide executive assistance to both the senior vice president and the vice president and dean of admissions and financial aid, including drafting and managing correspondence and communications, scheduling appointments and overseeing the calendar, coordinating travel arrangements and budget reconciliation, compiling various reports and summaries, maintaining records and other documentation, managing projects, and coordinating special events
Conduct research and gather all necessary information for the senior vice president before meetings and events
Track, anticipate, and prepare for upcoming deadlines, events, and agenda items
Coordinate committee meetings, prepare agendas, organize logistics, draft and distribute minutes, and track tasks and projects
Assume responsibility for a variety of special projects
Prepare briefing points and materials for speeches, meetings, and presentations
Protect confidential and sensitive information and use precise discretion when disseminating information

Position Qualifications

Education and/or experience:

Minimum of three years of progressively high-level administrative experience
Demonstrated ability to anticipate project needs, independently discern work priorities and problem solve, and meet tight deadlines with minimal supervision.
Exceptional computer skills, including Microsoft Office, Google Education Suite, and Adobe platforms.
Ability to function effectively under pressure; meticulously checking work to ensure accuracy and completeness; tracking and following up with others to ensure that agreements, needed work and commitments have been fulfilled.
Proven experience in budget monitoring and analysis, records and filing management, and adherence to administrative policies and procedures.
Intuitive mindset, creative aptitude, and effective use of discretion and independent judgment; able to look beyond the assigned task and consider tangential and collateral connections, challenges, opportunities, and possibilities.
Results/action-oriented work style; strong strategic, analytical, planning and problem-solving skills; able to successfully navigate within varying degrees of ambiguity in a fast-paced environment.
Demonstrated ability to foster positive relationships and communicate effectively with stakeholders at all levels of the organization.
Experience working within the Workday environment preferred.
Proven experience working with cross-functional teams and facilitating operational improvements

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality concerning employee data, documents, issues, etc., and respect the privacy needs of employees and past employees about the same.
The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
There may be occurrences of employees, past employees, members of the general public, and others who express opinions and may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
There may be multiple/daily instances of prolonged personal computer use, which would include keyboard and/or mouse usage as well as viewing a computer monitor.
An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.

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