Virtual School Secretary Jobs in Springfield, MA

The employee will provide high-level administrative support to two senior administrators in the Office of the President. This position coordinates calendars schedules, organizes meetings and events, and ensures efficient communication with internal and external stakeholders. The role requires strong organizational skills, attention to detail, and the ability to handle sensitive and confidential information with discretion. This position will support the Chief of Staff/Associate Vice President of External Affairs and the General Counsel and Secretary of the College.  

The Chief of Staff & Associate Vice President of External Affairs is a senior administrative position responsible for assisting the President in a variety of areas, including: arranging/managing the President's schedule and travel arrangements, supporting speaking engagements; assisting the President's fund-raising efforts; maintaining effective relationships with  internal and external constituencies; interacting on a regular basis with College trustees, executive leadership, students, alumni, faculty and staff, and others; functioning as a key member of the executive leadership team; serving as principal College representative for local, state and federal government affairs; and serving as a liaison to community and corporate organizations in and around Hartford.

The General Counsel and Secretary of the College is the chief legal officer of Trinity College and is responsible for all legal matters involving Trinity College, including litigation, compliance, corporate governance, risk assessment, and corporate transactions.  This position is also responsible for the operations of the Board of Trustees, which includes oversight, coordination, and scheduling of Board and committee meetings, both in-person and virtual, frequent communications with trustees and their assistants, and coordinating trustee participation in major College events.
 

Trinity is a highly selective, independent, nonsectarian liberal arts institution located in the capital city of Hartford, Connecticut. The college maintains a rigorous academic profile complemented by a vibrant co-curricular program.  With more than 2,100 full-time undergraduate students, representing forty-three states and ninety-one countries, we consider our location in a culturally and socioeconomically diverse capital city to be among Trinity's most distinctive assets; and we cultivate strong connections with our surrounding neighbors and with institutions and organizations throughout Hartford and the region. As a preeminent liberal arts college in an urban setting, Trinity College prepares students to be bold, independent thinkers who lead transformative lives.

• High School Diploma, or GED
• Bachelor's Degree, preferred
• 1-3 years of experience in higher education and/or other professional work setting
• 3-5 years of experience in higher education and/or other professional work setting, preferred
• Ability to oversee and maintain highly confidential material and information;  
• High-level knowledge of Microsoft Office programs with an emphasis on excel and PowerPoint or Prezi required. 
• Excellent organizational and time management skills; ability to prioritize work and handle simultaneous assignments efficiently and accurately; ability to manage distractions and remain on task. 
• Excellent verbal and written communications skills, with attention to accuracy and detail in writing, grammar, spelling, and proofreading. 
• Ability to work independently and responsibly without close supervision; must be resourceful. 
• Professional and personable, with ability and interest to work in demanding work environment requiring daily interaction with diverse members of a college community. 
• Flexibility to work extended hours as necessary.
  

In Support of the Chief of Staff & Associate Vice President of External Affairs (60%): 

• Scheduling and calendar management 
• Process and reconcile travel and expense reports 
• Support management of department budgets 
• Program and Events Management and Support: 
  • Annual Presidential Medal for Science & Innovation 
    • Progress monitoring for event timelines, logistics, vendors 
    • Support the nomination, selection, and review processes 
    • Manage honoree communications, travel coordination, and protocol arrangements. 
    • President's Fellows Program 
    • Coordinate selection of and programming for a group of student representatives from each academic department 
  • Assist with development and management of program events. 
    • Serve as liaison to Fellows, faculty collaborators, and invited speakers. 
    • Track participation and assist with program reporting and evaluation. 
  • Honorands Nomination, Selection and Awarding Process 
    • Coordinate the solicitation of nominations across campus constituencies. 
    • Prepare nomination materials and coordinate committee review processes. 
    • Manage communication and logistics for honorary degree recipients. 
    • Plan and execute the honorary degree dinner 
    • Coordinate honorand participation in Commencement activities. 
    • Maintain records and planning timelines for current and future Commencement cycles. 

In Support of the General Counsel and Secretary of the College (40%): 

• Provide day-to-day administrative support, including maintaining confidential files and records, answering and directing incoming phone calls and email. 
• Arrange and travel, office supplies and logistics, and process and reconcile related expenses 
• Draft, edit, and maintain correspondence maintain legal files, including daily work log of current and completed projects 
• Process legal invoices from receipt through approval, logging, and payment. 
• Perform assigned research.