The Executive Assistant “EA” to the President works independently to provide high-level management and support to the President. As a key member of the office of the President and Board, the EA reports to the Vice President and Secretary of the Board of Trustees (VPSOBT) and coordinates with the VPSOBT on a wide range of matters. The EA also serves as a liaison to the Board of Trustees and senior management teams, organizes and coordinates executive outreach and external relations efforts; and oversees special projects. To be successful in this position, the EA must exercise good judgment in a variety of situations and be detailed oriented. The EA must possess strong written and verbal communication skills, high level of organizational capacity, and the ability to maintain balance among multiple priorities. The EA must be able to work in a fast-paced environment, demonstrate leadership, have the ability to work independently on projects, from conception to completion and be able to work with competing demands and handle wide variety of activities and confidential matters with discretion.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.
Facilitates 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.
Performs special assignments and conducts special administrative and research studies on a wide range of subjects related to the overall management and operations of the College.
Completes a broad variety of administrative tasks for the President including; processing requests and managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence, including confidential correspondence.
Primary responsibility for monitoring and managing the president’s office budget.
Work with various departments to coordinate Presidential travel dates.
Ensures the President has all travel related materials, such as research, travel documents and agendas.
Coordinates the planning of events and activities hosted by the President’s Office, such as faculty dinners, student dinners and receptions, parties, etc.
Coordinates the distribution of special mailings and invitations.
Works closely with the VPSOBT in developing and distributing agendas for senior staff meetings and retreats. Take minutes at senior staff meetings.
Works closely with the VPSOBT to ensure the president’s preparation for Board and committee meetings.
Coordinates key post-baccalaureate fellowship programs with the Dean of Faculty Office (Watson, etc.).
Appropriately escalates matters of concern to the President and VPSOBT to minimize legal risk and conflict and to ensure compliance with the College’s policies and procedures.
Represents the President’s Office on College working groups/committees, such as the Sustainability Committee.
Serves as a senior administrative liaison to offices planning Commencement and other major campus events as assigned.
Participant in the College Emergency Readiness Program.
Provides a bridge for smooth communication between the President and Board offices and internal departments; demonstrating leadership to maintain credibility, trust and support.
Provides backup support to the Office Manager or the Board Affairs Associate
Assumes the role of point person when the President and VPSOBT are both out of the office.
Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES:
Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
Ability to independently perform complex tasks and to prioritize multiple projects.
Exceptional verbal and written communication skills including editorial and proofreading skills, strong command of the English language (grammar and spelling).
Ability to represent both the office of the President and the office of the Board of Trustee with confidence, conviction, and professionally.
Strong analytical and organizational skills with attention to detail.
Ability to foster a collaborative and cooperative work environment.
Ability to effectively manage multiple high-priority tasks on deadline.
Exceptional interpersonal skills and the ability to interact effectively with a wide range of constituents, many of whom are community members of affluence and influence, including senior leadership, faculty, staff, trustees and donor constituencies.
Ability to set a calm and professional tone.
Willingness to be pro-active and take initiative when appropriate.
Ability to work with highly confidential information.
Exercises discretion and good judgment at all times.
Willingness to see tasks to completion, sometimes necessitating working longer than normal hours or on weekends.
Knowledge of and experience in accounting and budgetary procedures.
Excellent computer skills with proficiency /expertise in Microsoft Office Suite including applications of Word, Excel, Access, PowerPoint, e-mail and internet research. Substantial knowledge of learning management systems (e.g., Sakai).
The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday-Friday.
Hours may vary and include night and weekends based on needs of the College or department.
Vice President and Secretary of the Board of Trustees
CLASSIFICATION AND STATUS:
This is a regular, full-time, benefits-eligible, exempt position.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.
Physical and Mental Requirements
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.
Sitting in a normal seated position for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
Scripps College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, sexual orientation, gender identity, physical or mental disability, medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local law.
Bachelor's degree required.
Any combination of education, training or experience, which provides the required knowledge; skills and abilities to function in this position.
At least five years experience as an Administrative Assistant support executive level personnel. Prior experience in higher education a plus.
LICENSES / CERTIFICATES:
Must have the ability to safely drive as needed; the candidate’s DMV record must meet the College automobile liability insurance company's requirements.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.