Executive Assistant

Job no:

Position Title:

Faculty or Staff:

Full Time or Part Time:

In-Person, Hybrid, or Remote:

Minimum Starting Rate of Pay:

Rate of pay commensurate with experience

Start Date:

Job Description:

The Executive Assistant is an important member of the Office of the President’s administrative team. Reporting to the Special Assistant/Operations Manager, the Executive Assistant has primary responsibility for managing the President’s schedule and executing front-of-office operations.

This is a fully in-person position with occasional nights and weekends required.

Essential Duties and Responsibilities:

Management of the President’s Schedule

The President’s time is one of the College’s most important resources. The Executive Assistant has primary responsibility for the President’s complex daily schedule, under the supervision of the Special Assistant/Operations Manager. The Executive Assistant:

• Understands the President’s priorities and preferred working rhythm, and uses that understanding to exercise initiative and independent judgment in managing the President’s extremely busy schedule.
• Continually revises the calendar, facilitating the frequent changes required and responding to invitations and meeting requests in a timely manner. Proactively ensures accuracy and completeness of calendar 
• Ensures that all relevant information is included in the calendar, and that the calendar is correct.
• Ensures that briefing materials from other offices have been received in advance and reviews them for completeness and accuracy. Solicits tardy materials. For particularly important meetings/events, submits briefing materials to the Special Assistant/Operations Manager for an additional level of review.
• Works with the Special Assistant/Operations Manager to ensure that the President’s role in events organized by other offices is clear and appropriate.

• Books and manages the President’s travel arrangements. 

Front-of-Office Operations

The Executive Assistant is a key contact for College constituents both internal and external. The Executive Assistant:

• Promotes a positive image of Mount Holyoke College by fielding telephone calls and welcoming visitors to the President's office.
• Maintain a positive, personable and respectful demeanor.
• Responds to inquiries from diverse College constituencies (e.g., students, families, faculty, staff, trustees, alums, donors, public and private officials and community members), listening respectfully to constituent concerns; providing accurate information regarding College policies, decisions, programs, and events; referring inquiries or problems to the appropriate office or person; resolving problems as they are able; and keeping an updated log of critical calls.
• Ensures that visitors to the office are treated hospitably, the visitor’s reception area is well-kept, and that the kitchenette is stocked to accommodate visitor requests. 
• Maintains the physical space of the office and follows opening and/or closing procedures.

Event Support

Under the direction of the Special Assistant/Operations Manager and the Director of Presidential College Events, the Executive Assistant supports several events. Duties include:

• Handling logistics associated with College programs and events and/or meetings of the board of trustees as directed by the Special Assistant/Operations Manager, including scheduling rooms, making travel arrangements, following up with the College’s events staff, and processing invoices and reimbursements.
• Supporting major College/presidential events, including Convocation and Commencement.
• Assisting with other presidential events, including printing table cards and nametags, sending invitations and tracking rsvps.

Additional Duties

Under the direction of the Special Assistant/Operations Manager, the Executive Assistant also supports office operations. Duties include:

• Providing administrative support to the vice president/secretary of the College, including scheduling and providing technical support for meetings
• Monitoring the president’s public email account, referring messages that need attention to the special assistant/operations manager and ensuring that any needed follow-up has been completed.
• Receiving non-confidential written correspondence, determining next steps according to established procedures, and tracking the status of a reply as necessary.
• Ordering and restocking office supplies.
• Submitting and tracking Facilities Management work orders.
• Implementing the records management system under the direction of the special assistant/operations manager.
• In partnership with the office of communications, ensuring that the president’s office and board of trustee websites are up to date.
• Maintains Board of Trustees directory information; updates board list-servs, drives, documents, and electronic portal annually or as needed.
• Completing clerical tasks, such as creating contact reports in Salesforce and verifying purchases in Workday.

• Completing other special projects as assigned.
• Other duties as assigned.

Required Qualifications:

• Hold an Associates Degree and have at least two years’ experience heavy scheduling in a fast-paced administrative environment, or a combination of equivalent education/professional experience.
• Have knowledge about and passion for women’s colleges and gender affirming communities.
• Maintain a professional demeanor at all times in a quiet office environment. Exhibit tact and discretion.
• Exercise good judgment and maintain strict confidentiality.
• Exhibit strong written and verbal communication skills.
• Work as part of a team as well as independently on a wide variety of projects.
• Prioritize work duties, and manage time effectively.
• Multi-task and transition quickly between tasks to address specific situations. Stay flexible as plans change. Manage multiple, concurrent tasks while continuing to meet deadlines.
• Work effectively under pressure, and with accuracy and attention to detail.
• Maintain effective, professional, and cooperative working relationships to collaborate successfully with other college departments and offices.

• Uphold the College’s commitment to diversity, equity and inclusion. Interact professionally with a diverse community of trustees, faculty, staff, students and alums.
• Understand clerical office procedures and have skills in operating standard office equipment.
• Understand and apply pertinent College rules, regulations, policies, and procedures in the course of carrying out their role.

Preferred Qualifications:

• Have experience with Workday, Salesforce, Google Suite, Microsoft Suite, and Adobe Acrobat, or similar programs.
• Have previously worked in higher education or another non-profit environment.
• Have experience in executive support and/or hospitality.

Hiring Range: $35.72 - $40.17 / Hour

Full Job Description

What We Offer:

• 403(b) Retirement Plan (College contributes 9% of salary)
• Comprehensive medical, dental and vision insurance
• Flexible Spending Account (FSA)
• Disability and Leave Benefits
• Life Insurance (College paid coverage 1x salary)
• Employee Assistance Program
• Tuition Benefits (to Mount Holyoke College or others)
• Generous Paid Time Off
• Access to Kendall Sports & Dance Complex

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online; application materials must include:

• A cover letter summarizing interests and qualifications

• A complete resume orcurriculum vitae

• For faculty positions, statements on mentoring, teaching, and research will also be required.

​It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment.