9 days old

Senior Administrative Assistant, Office of the President

Bentley University
Waltham, MA 02452
  • Job Code
    116933733
Bentley University


Job Description Summary
Bentley University is seeking an experienced professional to support the Office of the President. This person will operate as the first point of contact for telephone and walk in visitors to the Office of the President. They will provide clerical and administrative support including: managing schedules, calendars, creating expense reports, some data entry, document creation and organization and providing information to students, faculty, staff or other constituents. This person would be joining us as the fourth and final member of a team who values capability, common sense and willingness to go above and beyond. The hours for this position will be 7:30am/8:00am - 3:30pm/4:00pm.

Essential Duties

Serve as receptionist in greeting all visitors to the executive floor of the campus' administration building and directing to appropriate office or meeting room.
Greet visitors to the Office of the President and triage phone calls by routing appropriately. Oversee the Office of the President public email account by checking for messages and forwarding to appropriate staff. Use care and discretion in problem solving and routing constituents to other departments for appropriate resolution.
Provide administrative assistance and project support to the President's Executive Assistant and Chief of Staff including:
  • Completing expense reports
  • Administering a student grant program (email communication, tracking student applications and awardees in an spreadsheet, coordinating grant awards between students and the Financial Operations office, scheduling award presentations)
  • Scheduling meetings and ordering catering
  • Creating and editing Word, PowerPoint and Excel documents
  • Printing, labeling and mailing official communication from the Office of the President
  • Providing staff support at major Presidential events including General Faculty and Staff meetings, Convocation and Commencement events.

Coordinate between the Office of the President, other campus offices and external groups in a professional manner with quick response times.
Handle all matters with utmost confidentiality, diplomacy and tact. Represent the Office of the President in a professional manner.
Work closely with the Facilities Management Department to coordinate repairs and maintenance of the President's house (on campus), and initiate, coordinate, and follow up on work orders accordingly.
Maintain reception area and ensure that all office items and supplies are appropriately stocked.
Manage weekly catering orders for office.
May occasionally be asked to run small errands on campus or in the local vicinity.
All related duties as assigned by members of the Office of the President.

Minimum Qualifications
  • High school diploma required, college degree preferred.
  • 5-7 years of relevant work experience.
  • Must be able to work effectively and efficiently in Microsoft Outlook, Excel and Word.

Work Environment
  • Typical fast paced office setting with extensive sitting, computer and phone work
  • Ability to travel to various meetings and relevant work events across campus

Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.

PI116933733

<strong>Bentley University</strong><br /><br /><br /><u><strong>Job Description Summary</strong></u><br />Bentley University is seeking an experienced professional to support the Office of the President. This person will operate as the first point of contact for telephone and walk in visitors to the Office of the President. They will provide clerical and administrative support including: managing schedules, calendars, creating expense reports, some data entry, document creation and organization and providing information to students, faculty, staff or other constituents. This person would be joining us as the fourth and final member of a team who values capability, common sense and willingness to go above and beyond. The hours for this position will be 7:30am/8:00am - 3:30pm/4:00pm.<br /><br /><strong><u>Essential Duties</u></strong><br /><br />Serve as receptionist in greeting all visitors to the executive floor of the campus' administration building and directing to appropriate office or meeting room.<br />Greet visitors to the Office of the President and triage phone calls by routing appropriately. Oversee the Office of the President public email account by checking for messages and forwarding to appropriate staff. Use care and discretion in problem solving and routing constituents to other departments for appropriate resolution.<br />Provide administrative assistance and project support to the President's Executive Assistant and Chief of Staff including:<br /> <ul> <li>Completing expense reports</li> <li>Administering a student grant program (email communication, tracking student applications and awardees in an spreadsheet, coordinating grant awards between students and the Financial Operations office, scheduling award presentations)</li> <li>Scheduling meetings and ordering catering</li> <li>Creating and editing Word, PowerPoint and Excel documents</li> <li>Printing, labeling and mailing official communication from the Office of the President</li> <li>Providing staff support at major Presidential events including General Faculty and Staff meetings, Convocation and Commencement events.</li> </ul> <br />Coordinate between the Office of the President, other campus offices and external groups in a professional manner with quick response times.<br />Handle all matters with utmost confidentiality, diplomacy and tact. Represent the Office of the President in a professional manner.<br />Work closely with the Facilities Management Department to coordinate repairs and maintenance of the President's house (on campus), and initiate, coordinate, and follow up on work orders accordingly.<br />Maintain reception area and ensure that all office items and supplies are appropriately stocked.<br />Manage weekly catering orders for office.<br />May occasionally be asked to run small errands on campus or in the local vicinity.<br />All related duties as assigned by members of the Office of the President.<br /><br /><strong><u>Minimum Qualifications</u></strong><br /> <ul> <li>High school diploma required, college degree preferred.</li> <li>5-7 years of relevant work experience.</li> <li>Must be able to work effectively and efficiently in Microsoft Outlook, Excel and Word.</li> </ul> <br /><strong><u>Work Environment</u></strong><br /> <ul> <li>Typical fast paced office setting with extensive sitting, computer and phone work</li> <li>Ability to travel to various meetings and relevant work events across campus</li> </ul> <br />Bentley University requires references checks and may conduct other pre-employment screening.<br /><br /><strong><u>DIVERSITY STATEMENT</u></strong><br /><br />Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.<br /><br />Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds. <img src="https://analytics.click2apply.net/v/X764LoI2q2LaslR4ueVy4"> <p>PI116933733</p>

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Posted: 2020-01-08 Expires: 2020-02-08

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Senior Administrative Assistant, Office of the President

Bentley University
Waltham, MA 02452

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