Executive Assistant to the President

Armand Hammer United World College•Montezuma, NM

1d•Onsite

About The Position

The Executive Assistant provides one-on-one support to the President and manages the President’s Office, serving as its primary point of contact for internal and external constituencies. The role liaises with and coordinates the Board of Directors and senior staff, and organizes executive outreach, external relations, and donor relations involving the President. It also oversees the President’s campus home and selected events on and off campus, while serving as an informal community hub for students, employees, and external stakeholders. The position supports UWC-USA’s mission and organizational effectiveness through executive and board administration, event management, communications, scheduling, and special projects. The Executive Assistant provides a bridge for communication and trust between the President’s Office, the Board, the Strategic Leadership Team, internal departments, and external constituencies. The role is on campus Monday through Friday, with some weekend and evening work required.

Requirements

Bachelor’s degree.
Five to ten years of experience supporting executives; strong work tenure is required, and nonprofit experience is preferred.
High emotional intelligence and ease building relationships with diverse groups, including students, faculty, staff, board members, and funders.
Strong organizational skills, including the ability to prioritize multiple tasks and maintain excellent attention to detail.
Strong skills with Gmail, Google Calendar, Google Docs, Google Slides, Zoom, and Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Expert-level written and verbal communication skills.
Proactive problem-solving approaches and strong decision-making capability.
Ability to anticipate office needs, seek opportunities, and propose solutions.
Ability to analyze information and make recommendations; creativity and interest in a mission-driven, results-driven, community-oriented environment.
Ability to work effectively as a team member and independently.
Demonstrated discretion in handling confidential information, adaptability to competing demands, and commitment to high service and responsiveness.
Ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Flexibility to meet minimal off-hours requirements related to travel, calendaring, board work, and events.
Some weekend and evening work is required.

Nice To Haves

Experience supporting executives in a nonprofit organization.
Knowledge of and experience with the Las Vegas and Santa Fe communities.
Interest or experience in internal and external communications, partnership development, and donor relations.

Responsibilities

Build relationships crucial to the success of the President and UWC-USA, and foster smooth communication, credibility, and trust between the President’s Office, the Board, the Strategic Leadership Team, internal departments, and external constituencies.
Provide leadership on special projects within the President’s Office and contribute to UWC-USA committees, task forces, campus-wide events, initiatives, strategic planning, and other mission-related efforts.
Coordinate, create, distribute, and retain board materials in electronic and paper form.
Provide administrative support and coordination for the Strategic Leadership Team, including agenda preparation, meeting scheduling, and scheduling the President.
Prepare materials for the President’s interactions with parents and national committees regarding student situations, including discipline and wellbeing.
Prepare materials and setup for the President’s meetings, training, and travel.
Take minutes at Board of Trustees meetings; develop annual and multi-year calendars; and provide logistical support for board and committee meetings.
Prepare board committee materials and support board recruitment, onboarding, and self-governance.
Maintain the private trustee website, including governance documents, meeting materials, minutes, and contact information; keep trustee profiles and email groups up to date.
Support the Board Chair’s attendance at international UWC meetings.
Coordinate events under the President’s Office in collaboration with the Event Coordinator, including VIP donor events, Board Meeting events, and periodic events with UWC International.
Coordinate key annual events, including the Parent Reception, Matriculation, Welcome Ceremony, Employee Holiday Party, Second-year Dinner, and Graduation and Guest Reception.
Plan and coordinate the President’s schedule, manage the calendar to support presidential effectiveness, and balance appropriate access to the President’s time and office.
Manage records for the President’s Office and events at the President’s home, including employee and student gatherings and special guests; oversee the house for events, guests, maintenance, and cleanliness.
Create or coordinate accreditation, board, and Strategic Leadership Team materials, the President’s calendar, office protocols, and event briefing documents.
Manage special projects for the President and proactively research, prioritize, and follow up on incoming issues and concerns, including sensitive or confidential matters, determining an appropriate course of action, referral, or response.
Manage deliverables for the President’s Office, including drafting acknowledgement letters, personal correspondence, and other materials that support the President’s leadership and external engagement.
Complete administrative tasks for the President, including calendar management, expense reporting, confidential correspondence, complex travel arrangements, itineraries, agendas, and meeting documents.
Communicate directly, and on behalf of the President, with Board members, donors, staff, and others regarding the President’s Office, initiatives, and calendaring.
Coordinate materials, meetings, and logistics among the President, Strategic Leadership Team, and Board.
Keep the President informed of upcoming commitments and responsibilities and follow up as appropriate; monitor campus and off-campus issues and suggest where the President’s attention is needed.
Work proactively and independently, prioritize conflicting needs, handle matters expeditiously, and follow through on projects to completion under deadline pressure.
Perform other related duties as assigned.