Executive Assistant to the Office of the President

Details

Posted: 02-Jan-24

Location: Clinton, New York

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 5A18E026-BE70-478F-A9EF667C46E68AA4

The Executive Assistant to the Office of the President is integral to the daily operations of the President’s Office and the College as a whole. Since the Executive Assistant is often the first contact for the office and for Hamilton, it is critical that this person understand and support the College’s mission and values. The Executive Assistant provides a high level of support to the President of the College by anticipating the President’s needs and using independent judgment and initiative. A key component of this position is managing the President’s time and providing detailed preparation for meetings, projects, events, and travel. The Secretary reports to the Chief of Staff to the President and works closely with the Director of Events and Scheduling as well as he Advancement Office in a highly collaborative setting.

This is a nonexempt position with a pay range of $22.00 to $32.00 per hour.

Responsibilities:

• Provide high-level administrative support and assistance to the President, including serving as primary point of contact with internal and external constituencies on matters relating to the Office of the President
• Facilitate the efficient utilization of the President’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and College and community functions with individuals and groups
• Partner with the Advancement Office in planning and coordinating the President’s domestic and international travel
• Provide administrative support to the Chief of Staff to the President
• Coordinate and schedule the Chief of Staff’s calendar and meetings
• Work with the Chief of Staff in planning and executing Board of Trustee meetings, including travel and housing arrangements, preparation of agendas, collection and distribution of resolutions and supporting materials, posting materials to the board website, updating directories and website; and otherwise helping to ensure successful meetings
• Assist in monitoring presidential discretionary funds and office budget, prepare expense reports, process invoices, and manage and reconcile purchasing accounts
• Communicate with College constituents in person and on the phone and determine, when appropriate, to involve the President and/or the Chief of Staff to the President
• Greet guests, answer phones, and disseminate mail for the President’s Office
• Prepare and send correspondence to various constituencies as directed by the President and Chief of Staff and in conjunction with the Executive Writer
• Assist the Director of Events and Scheduling with events and activities involving the President’s Office, including Convocation, Class and Charter Day, Commencement, and receptions and dinners sponsored by the President and President’s Office
• Work with physical plant, auxiliary services, dining services, and other offices of the College when necessary
• Maintain office files, databases, and website
• Seek out and initiate efforts to improve office operations, including systems, events, mailings, and scheduling
• Assist with maintenance and service requests for the President’s residence, in conjunction with the housekeeper
• Supervise part-time student workers
• Coordinate and order supplies and vendor contracts
• Assist in hosting VIPs when necessary
• Carry out other special projects as assigned

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About Hamilton College
United States. Founded in 1793 as the Hamilton-Oneida Academy; chartered in 1812 as Hamilton College; third oldest college established in New York State. Our mission is to provide an educational experience that emphasizes academic excellence and the development of students as human beings, as we prepare them to make choices and accept the responsibilities of citizenship in a democratic world of intellect and diversity. Hamilton’s 1,350-acre campus is situated on a hilltop overlooking the picturesque village of Clinton, N.Y. The College is eight miles southwest of Utica, 45 minutes east of Syracuse, one hour from the Adirondack Park to the northeast and 90 minutes west of Albany.
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