Executive Assistant to the Provost

Smith College•College Place, WA

2d•$31 - $38•Onsite

About The Position

The Executive Assistant to the Provost and Dean of Faculty provides critical, high-level administrative and operational support and is an integral member of the team in the Office of the Provost and Dean of the Faculty. Reporting to the Director of Academic Operations and Special Advisor to the Provost, the Executive Assistant will be responsible for providing a wide range of highly-skilled administrative and executive level assistance to the Provost and to her office. This person will anticipate the daily needs of the provost; manage the provost’s calendar, materials and correspondence; take initiative; exercise good judgment; maintain confidentiality; and function as an administrative generalist, and provide project management for select Provostial initiatives. The Executive Assistant serves as a trusted partner in managing the provost's time, and is responsible for organizing the general functions of the Office of the Provost. They manage complex calendars; support meetings and events; arrange travel and itineraries; complete special projects as needed. Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Requirements

Bachelor's Degree and 5 or more years experience
Proficiency in Zoom, Google Workspace, Microsoft Word, Excel and PowerPoint
Superior organizational skills that reflect an ability to work independently and to follow through on assignments
Excellent attention to detail
Strong interpersonal skills and the ability to build relationships with collaborators across campus
Expert level written and verbal communication skills and knowledge of business correspondence etiquette
Strong decision-making capability and good judgment
Highly resourceful team player
Demonstrated ability to initiate and manage multiple tasks under competing deadlines and shifting priorities
Ability to achieve high performance goals and meet deadlines in a fast-paced environment
Professionalism and discretion in handling confidential matters
Forward looking thinker and problem-solver
Flexibility and poise when responding to unanticipated events
Eager to learn and implement new technologies and software

Nice To Haves

Experience working at a college or university in a senior executive office.
Familiarity with higher education governance, communications
Experience with Google calendar scheduling

Responsibilities

Anticipate and provide for the immediate and long term administrative needs of the provost, including daily briefings
Provide problem-solving and triage for incoming requests and issues to minimize demands on the provost’s time
Develop new systems, policies and procedures to improve efficiency and performance
Manage the provost’s expenses and travel, including booking and itineraries
Assist with special projects, e.g., conferences, searches, special events
Assist with drafting remarks and communications for the Provost
Project manage select provost initiatives, e.g. strategic initiatives as assigned
Compile information, and prepare materials to support decision-making, as requested
Manage an extremely active calendar of appointments and schedule meetings
Coordinate meeting preparations, e.g., prepare daily briefings, invite and communicate with invitees, set up Zoom meetings and coordinate equipment set up for Zoom, reserve space, order catering, and load presentation materials for Provost meetings and events
Serve as a “gatekeeper” for the provost’s schedule by triaging incoming requests for the provost's time
Use good judgment to ensure the provost’s time is scheduled according to agreed-upon priorities and protocols
Schedule routine meetings at the start of the year for the Associate Provost and Associate Dean of Faculty
Provide schedule support for select meetings and interviews for the Associate Provost throughout the year
Monitor voicemail and email, answer phones
Order routine office supplies, including arranging for equipment maintenance (eg. copier/printer)
Work with supervisor to review and provide general office management