President’s Office Coordinator & Administrative Assistant

Wellesley • Wellesley, MA

36d • $28 - $32 • Hybrid

About The Position

This role plays a key role in providing administrative support for the President’s Office and General Counsel, addressing calendaring, communications, technology, and public interaction functions. Assists with projects, event coordination, communication, digital processes and procedures, budget and other related office duties.

Requirements

• Bachelor’s degree required.
• Project management skills required.
• Candidates must be legally authorized to work in the United States without employer’s sponsorship now or in the future
• Demonstrates a high level of confidentiality, discretion, and attention to detail.
• Exemplary verbal and written communication skills.
• Excellent proofreading skills.
• Ability to remain cheerful, patient, positive, and professional in busy office while balancing multiple projects and deadlines.
• Strong interpersonal skills, and ability to act as a team player.
• Ability to work with multiple managers with differing work styles.
• Ability to take direction, but also to take initiative, problem-solve, and work independently when required.
• Ability to create visually interesting marketing materials.
• Proficiency with Microsoft Office suite and Google applications.
• Ability to do simple web editing.
• Ability and willingness to learn new technologies and programs as needed.

Nice To Haves

• Experience providing administrative support to high level executives preferred.
• Experience in a higher education setting is preferred.

Responsibilities

• Manages calendars for the Chief of Staff and the General Counsel scheduling meetings, travel and conference calls resolving conflicts to align with executive priorities.
• Anticipates needed briefing materials, technology resources, and other logistical needs.
• Responsible for a variety of administrative duties including: meeting planning and preparation, travel arrangements, and organizing files.
• Prepare and track accounts payable, and reimbursements; review and reconcile credit card statements and maintain financial documentation.
• Handles sensitive/confidential information requiring a high level of discretion.
• Undertakes assigned projects, gathers information and assesses options, and implements activities.
• Is the public face of the President’s Office and responds to those inside and outside of the College with professionalism and integrity.
• Handles incoming phone calls and correspondence, identifying critical items that require action.
• Responds to routine correspondence and inquiries.
• Coordinates and staffs President’s Office events including identifying and confirming caterers, managing invitations and attendance, providing event communications, identifying and procuring needed supplies, and coordinating with the President’s House staff when needed.
• Provides administrative support and occasional staffing for President’s House events.
• Under the direction of the Secretary of the Board, handles logistics for Trustee board and committee meetings.
• Maintains trustee databases and electronic resources.
• Assists with hiring and training of student employees and supervises projects of student employees.
• Maintains the President’s Office physical space including monitoring and ordering supplies, submitting facilities work orders, and assuring an organized work environment.
• Supports the work of various committees including scheduling, maintaining files, and recording and producing minutes.
• Provides secondary support to the Executive Assistant to the President
• Maintains the President’s Office website.
• Assist in the preparation of correspondence and legal documentation for General Counsel.
• Prepare and maintain retention letters for outside legal counsel and ensure timely payment of invoices.
• Assist in the submission of expense reports and managing memberships in legal organizations and state bars, and assisting in oversight and management of the General Counsel’s office budget.
• Organize, track, and maintain case and other files to ensure they are up-to-date and all necessary information for use by the General Counsel is readily available.

Benefits

• Competitive Compensation
• health, dental, vision and pre-tax saving benefits
• life insurance
• disability coverage
• free parking on our picturesque campus
• paid vacations
• personal days
• sick time
• holidays
• retirement savings plan
• Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees
• hybrid work environment for select positions
• caregiving support through Wellthy
• legal plan insurance
• pet insurance discount
• retirement planning
• access to cultural and leisure activities throughout metro-Boston
• continuing training and pathways for growth
• tuition benefits
• resources to navigate student loan forgiveness
• free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes
• Library resources
• opportunities to attend diverse campus events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level