Executive Assistant to the Vice President and Chief Civil Rights Officer

Claremont McKenna College•Claremont, MN

41d•$77,133 - $82,000•Onsite

About The Position

The Executive Assistant to the Vice President and Chief Civil Rights Officer provides direct support to the Vice President and Chief Civil Rights Officer and serves as a key member of the team. The Executive Assistant exercises excellent independent judgement, discretion, and displays strong organizational abilities in the execution of high-level administrative responsibilities. This position collaborates with various members of the Vice President’s team and all departments campus-wide.

Requirements

Bachelor’s degree, equivalence in executive-level administrative work experience, or any combination of education and experience that provides the required knowledge, skills, and abilities is required.
A minimum of five years of experience in executive-level administrative support is required.
A valid driver’s license or equivalent alternate form of transportation to off-site meetings and events is required.
Excellent writing, grammar, and editing skills.
Strong verbal and written communication skills with the ability to spell accurately and possess knowledge of business writing procedures.
Experience with database functions and data warehousing for digital file storage and digital file organization.
Ability to take ownership of tasks, manage time effectively, prioritize deadlines, anticipate needs, and problem solve.
Ability to work with a high degree of confidentiality and maintain proper discretion.
Ability to display tact, appropriate demeanor, and professional judgement with various stakeholders and constituencies.
Ability to perform high level tasks in a fast-paced environment and work collaboratively with a team.
Proficiency in Microsoft Office software (such as Word, Excel, PowerPoint, Outlook, Teams).
Experience merging Word documents with multiple-field databases is essential.
Skilled in remaining calm under pressure with an ability to remain detail oriented.
Ability to coordinate logistics, events, and other projects as needed.
Must demonstrate poise in responding to faculty, staff, students, and various internal and external constituencies, including trustees, donors, and community members.

Nice To Haves

Experience working within higher education is preferred.

Responsibilities

Work closely with the Vice President and Chief Civil Rights Officer (VP and CCRO) to communicate both verbal and written priorities, process, procedures, and updates.
Represent the VP and CCRO as the initial point of contact and act as the liaison with staff, faculty, students, and other stakeholders as needed.
Draft correspondence for the VP and CCRO and respond on their behalf to inquiries. Execute and distribute all correspondence in a timely manner.
Create presentations and reports for the VP and CCRO using various software, graphics, PowerPoint, and Excel pivot tables as needed.
Prepare, track, and monitor the VP and CCRO’s annual budget, including discretionary funds, p-card reconciliation, and provide regular updates.
Effectively and accurately manage the VP and CCRO’s schedule, including scheduling meetings, arranging Zoom meetings, coordinating catering, and other logistics as needed.
Serve as strategic advisor to the VP and CCRO, including providing suggestions and valuable feedback as needed.
Exercise significant discretion and independent judgement in acting on behalf of the VP and CCRO and completing various administrative tasks on their behalf as needed.
Coordinate and prepare meeting agendas, serve as back-up in attending meetings as needed, and accurately record meeting minutes and distribute meeting minutes in a timely manner.
Organize special events on behalf of the VP and CCRO such as luncheons, dinner parties, receptions, scholarly visitors, and other College related events as needed.
Negotiate and collaborate with outside vendors for various College related events, supports special projects and events as needed.
Oversee document storage, manage document and data warehousing and document retrieval system to maintain accurate records and archives.
Assemble various meeting materials, agendas, reports, and other presentation materials as needed.
Maintain oversight of and manage confidential information.
Process invoices, expense reports, and reimbursements as needed.
Perform other related duties according to the needs of the College or department as needed.
Demonstrate a background of working directly with people from diverse racial, ethnic, geographic, and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.
Follow directions and work collaboratively with others.
Receive and respond appropriately to constructive criticism.
Display a positive attitude, sense of warmth, and empathy.
Balance multiple tasks and display the ability to prioritize various tasks/deadlines.
Ability to exercise independent judgement and problem solve accordingly.