Executive Assistant and Operations Coordinator
About The Position
Amherst College invites applications for the Executive Assistant and Operations Coordinator position. This is a full-time, year-round role providing high-level administrative and operational support to the Investment Office. The position requires exceptional organizational skills, discretion, numeracy, tech savvy, and the ability to manage multiple priorities in a fast-paced, collaborative environment. The role ensures efficient office operations, coordinates executive and investment team activities, provides basic technical support, and assists with the management of internal systems, data, and materials production.
Requirements
- Associate’s Degree.
- 3 to 5 years of related experience.
- Equivalent work experience in lieu of minimum education and related experience.
- Candidates with fewer than 5 years of experience must demonstrate advanced proficiency in core job functions.
- Successful completion of required reference and background checks.
- An acceptable criminal offender records information (CORI) check.
- Proficiency with PowerPoint and Excel.
Responsibilities
- Provide a highly professional level of administrative support to the Investment Office, maintaining strong working relationships with internal stakeholders across the institution.
- Proactively manage calendars and coordinate meetings for members of the investment team.
- Arrange domestic and international travel, including flights, hotels, and itineraries, ensuring efficiency and alignment with team preferences.
- Prepare and submit accurate and timely expense reports for investment team members.
- Coordinate onboarding for new team members, including seasonal interns, ensuring access to systems, materials, and office resources.
- Provide support for select events, including board retreats and internal office gatherings.
- Support the operations team by systematically retrieving manager reports from external portals and organizing them within the office’s internal data management and CRM systems using appropriate tagging and filing conventions.
- Monitor and manage the shared team email inbox, categorize incoming correspondence, and escalate high-priority items to the appropriate team members.
- Willingness to learn web-based software tools and facilitate data uploads.
- Identify opportunities to improve processes and operational efficiency, including recommendations for the use of technology and automation tools.
- Provide first-level technical support to the investment team by troubleshooting basic technology issues and coordinating with internal IT and external service providers to ensure timely resolution.
- Explore and evaluate emerging technology and AI tools that may enhance workflow efficiency and office productivity, and provide recommendations for implementation.
- Support the preparation of presentations, reports, and other materials as needed, ensuring accuracy and timely delivery. Will require proficiency with PowerPoint and Excel.
- Serve as the primary point of contact for visitors and guests to the office.
- Maintain a professional and organized workspace by monitoring and ordering office supplies as needed.
- Manage relationships with vendors and service providers and ensure timely processing of invoices for office utilities, subscriptions, and services.
- Assist with special projects.
Benefits
- Comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
