Executive Assistant To The Managing Director Jobs

Amherst College invites applications for the Executive Assistant to the President position. The expected salary range for this job opportunity is: $95,000 - $110,000 per year. The salary offered will vary based on a number of factors, including but not limited to relevant education, training, and experience, tenure status, and other nondiscriminatory business considerations. Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families.

The Executive Assistant to the President provides critical, high-level administrative and operational support and is an integral member of the team in the Office of the President. Reporting to the Chief of Staff, this position works in close daily partnership with both the president and the Chief of Staff, and supervises a small team of full-time and casual staff. The Executive Assistant serves as a trusted partner in managing the president's time, and is responsible for organizing the general functions of the Office of the President. They manage complex calendars; support meetings and events; arrange presidential travel and itineraries; supervise and provide office support for functions like correspondence and budget processes; complete special projects as needed; and serve as a primary point of contact for the Office of the President. These duties are described in more detail below.

This is a highly visible position that requires exceptional judgment, initiative, diplomacy, and organizational skill. The Executive Assistant will represent the Office of the President with professionalism, warmth, discretion, and responsiveness. They must communicate effectively with members of the Amherst community, including students, faculty, staff, administrators, alumni, parents, and trustees; build collaborative relationships with campus partners as well as external contacts; and oversee a wide variety of activities and ensure follow through on both their own job tasks and those of their direct reports.

Candidates will be available to work a regular, full-time schedule. Evening and weekend hours will be required to support presidential events, trustee meetings, travel, or urgent institutional needs.

Remote Work Eligibility: This position is considered an on-site position and requires regular in-person presence. This position may be eligible to work remotely on occasion, during specific times of the year (e.g. semester breaks and summer) or for specific types of job tasks, with prior supervisor approval.

Essential Duties and Responsibilities

Support for the President: Provide comprehensive administrative support to the president, including calendaring, meeting preparation, correspondence, travel planning, expense processing, and daily logistical coordination.

• Maintain the president's calendar and provide daily and weekly briefings to the president and the chief of staff. Exercise sound judgment in anticipating needs and resolving scheduling conflicts.
• Receive and respond to inquiries for individual and group meetings (internal and external). Work with the chief of staff to prioritize requests for the president's time.
• Coordinate presidential travel, including flights, lodging, meals, transportation, etc.
• Ensure appropriate preparation time for meetings, events, and institutional commitments. Collect necessary information according to deadlines to ensure the president is prepared and well informed for meetings and travel.
• Prepare documents (including itineraries, bios, etc.). Review briefings and other materials provided to ensure they are complete and accurate.
• Draft follow-up correspondence resulting from meetings, as requested.
• Prepare and/or review documents for the president's review, approval, or signature.
• Assist the president with personal appointments and other related tasks.

Office Management: Oversee the daily operations of the Office of the President, ensuring a welcoming, organized, professional, and service-oriented environment. Develop and maintain effective office procedures and workflows to support the efficient operation of the office.

• Provide direction to office staff to manage all routine matters of the office, including the daily meeting schedule, visitor reception, correspondence, filing, technology/facility needs, etc.
• Provide direction and work closely with the house/residence staff to coordinate management of the President's House and private residence.
• Supervise and provide direction to direct reports for scheduling and office coverage, training and professional development, assigning work and monitoring workflow, and supporting performance expectations.
• Plan and set the agenda for weekly staff meetings.
• Support the correspondence protocol, including the president@ email account, paper mail, etc. Review and approve text of routine correspondence and communications.
• Track and follow up on inquiries and requests received by the office.
• Enter contacts, recording correspondence and appointments, as needed.
• Supervise the meticulous maintenance of comprehensive files and ensure accurate record keeping (electronic and paper). Update and assist with maintenance of Google Sites and Drives, as well as other electronic resources. Arrange for appropriate archiving of records in accordance with record retention policies in the Office of the President and with Archives & Special Collections.
• Identify opportunities to improve office operations, communication, systems, and service to internal and external constituencies.
• Conduct research, compile information, and prepare materials to support decision-making, as requested.
• Provide other support, as needed. Prepare letters, copy/scan documents, complete records research and other administrative tasks as assigned.

Support for the Chief of Staff: Provide operational support to the chief of staff in advancing the priorities of the president's office.

• Help coordinate the flow of information to and from the President, ensuring timely follow-up on requests, commitments, and decisions.
• Help ensure that requests are triaged appropriately, routed to the correct office or leader, and resolved in a timely and professional manner.
• Assist the Associate Vice President for Communications and Head of Government Relations to format and proof presidential communications, briefings, and other documents.
• Ensure the president is fully prepared and receives appropriate support for remarks, briefing materials, etc.
• Coordinate searches for senior staff and office personnel.

Budget Support: Support responsible stewardship of financial resources in accordance with Amherst's financial policies and procedures.

• Process invoices, reimbursements, purchase orders, budget transfers, travel expenses, and retain required documentation.
• Reconcile the president's credit card charges and process expense reports in a timely manner.
• Ensure timely review and approval of transactions in Workday.
• Supervise evaluation and processing of funding requests from faculty and students.
• Supervise purchasing (i.e., ordering supplies, purchasing gifts, etc.) in the office.
• Monitor expenditures and monthly reconciliation of the president's departmental budgets. Coordinate with other administrative offices to resolve questions.
• Assist the chief of staff with preparation of annual budget requests.

Event Support: Plan and support presidential events. Coordinate logistics for meetings and events that are hosted or attended by the President or sponsored by the Office of the President.

• Work with the chief of staff to determine what support is necessary for various programs and events in the president's calendar and/or sponsored by the Office of the President. Events can include but are not limited to receptions, dinners, retreats, trustee-related gatherings, donor and alumni engagements, Amherst community meetings, campus visits, and other special events.
• Work collaboratively with other offices to ensure well-executed events. Anticipate logistical needs, identify potential issues, make recommendations, and adapt plans as needed to ensure successful events and meetings.
• Supervise or directly provide event support such as room reservations, arranging meeting spaces, catering, tech support, invitations, guest lists, event collateral (nametags, programs, menus, place cards, etc.), transportation, lodging, accessibility needs, and other event logistics. Staff events, as needed.
• Assist the chef/event manager with planning for events hosted at the President's House.
• Supervise maintenance of attendee lists for all events. Draft and send invitations, receive RSVPs and follow up as appropriate.
• Prepare run-of-show, scripts, and other support documents for major/flagship event scripts for the president (i.e. Commencement, Convocation, Town Halls).

Qualifications

Required:

• Bachelor's degree or equivalent combination of education and experience.
• At least 5 years of progressively responsible administrative, executive support, office management, or related experience, preferably in higher education, nonprofits, government, or a complex mission-driven organization.
• Demonstrated experience supporting a senior executive or high-level office.
• Experience managing calendars, meetings, travel, events, budgets, expenses, and office operations.
• Experience supervising staff, student employees,