Executive Assistant

Macalester College • Saint Paul, MN

5d • Hybrid

About The Position

The Executive Assistant to the VP of Administration and Finance and the VP for Institutional Equity is primarily responsible for providing a range of administrative services to the VPs in order to promote smooth functioning of the VP’s areas of responsibility. The primary tasks include administrative support, project and event management, reception, organizational functions, document management and distribution, incoming and outgoing communication with campus and external constituents, data gathering and presentation, managing schedules, invoicing, departmental budget tracking, and providing general support for others in their areas. Success is measured by the timeliness, accuracy, and completeness of the work and the professional nature of the delivery. This is a 12-month, full-time, hourly position, with expectations for in-office work. Some flexibility in scheduling for evenings and weekends may be required. Some remote-hybrid work may be possible during the summer.

Requirements

• Minimum education: High school diploma
• Minimum three years of professional experience
• Knowledge of and commitment to equity and inclusion as imperative to a respectful learning and work environment
• Knowledge of and experience with financial reporting
• Experience in office management, calendar and meeting management, project and event management
• Advanced knowledge of Google Apps and Microsoft Office suite is required.
• Demonstrated ability to interact respectfully and effectively in working with external constituents including trustees, students, colleagues, donors, alumni, campus visitors, cross-departmental colleagues, and vendors
• Ability to create and execute administrative processes and project implementation along with effective prioritization of projects
• Highly effective interpersonal and written, communication and organizational skills
• Ability to anticipate needs, function independently, and exercise sound judgment
• Skilled in listening, anticipating, and responding to the needs of two Vice Presidents to achieve high quality customer service

Nice To Haves

• Preferred education: Associate’s degree, vocational or technical school degree, Bachelor’s degree, or equivalent
• Experience with document management software preferred but not required.
• Excellent spreadsheet and reporting skills and ability to learn new software systems and applications.

Responsibilities

• Provide reception and administrative support: greet visitors and answer inquiries; maintain calendars, schedules meetings and makes travel arrangements; organize and maintain office records
• Prepare letters, memoranda, reports, presentations, websites, and other materials for meetings, events, and college communications
• Prepare on-line requisitioning of invoices; monitor budgets and track expenditures; purchase supplies and reconcile financial records
• Coordinate logistics for meetings, committees, and small events
• Act as liaison for the VPs with trustees, department heads, staff members and the public
• Provide support for preparation and presentation of materials for the Board of Trustees committees of the VP of Administration and Finance: Finance Committee, Audit & Risk Management Committee, and Infrastructure Committee; support Investment Committee as needed
• Provide support to Title IX and Nondiscrimination program, coordinate logistical details, communications, and website maintenance
• Provide support for the Institutional Equity division, coordinate logistical details and communications with campus and community partners, and website maintenance
• Provide back up support for the president’s & provost’s offices, as well as for the VPs’ respective staff; coordinate with staff in President’s suite and Academic Affairs suite
• Provide support for college-wide events and participate in the life of the college

Benefits

• 10% employer contributions to the retirement plan.
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Competitive health, dental, vision, and life & disability insurance
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 90% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED