Assistant Jobs

About The Position

Requirements

• Associates degree plus five or more years of experience in an administrative support position.
• Exceptional written and oral communication skills
• Strong organizational skills with the ability to handle multiple responsibilities and prioritize.
• Demonstrated ability to pay close attention to detail, ensure accuracy, and meet deadlines.
• Ability to work independently and as a member of a team.
• Ability to take initiative, anticipate needs, and navigate change in a fast-paced environment.
• Ability to exercise judgement, resourcefulness, diplomacy, discretion, and maintain confidentiality.

Nice To Haves

• Experience (typically 3-5+ years) providing administrative support to C-suite executives, senior management, or multiple department heads preferred.
• Equivalent combination of education and experience will be considered.

Responsibilities

• Provide high level administrative support to the Vice President and the LITS division.
• Maintain the Vice President’s schedule, including maintenance of multiple calendars for the Vice President, scheduling meetings, and arranging meeting logistics for participants.
• Provide assistance to the LITS strategic leadership team, including scheduling, meetings, note-taking, and agendas.
• Provide reception service and serve as a point of contact for the Office of the Vice President, including greeting guests and managing communications for the Office of the VP via phone, mail, email, web, and in-person channels.
• Prepare, proof, and send correspondence, spreadsheets, presentations, or other documents for the Office of the VP that may include complex and/or confidential information.
• Arrange and schedule the Vice President’s travel. This includes proactively maintaining an annual travel schedule, securing appointments, air travel, conference registration, accommodations, preparing itineraries, and briefing materials.
• Provide support and assistance for the division for key internal business processes (e.g. purchasing, calendaring, connecting to other internal campus services).
• Assist with the LITS budget, including monitoring, transactions, procurement, payments, and vendor contracts within Workday and/or other systems as needed.
• Assist with supporting facilities needs for the LITS, including maintaining reservable room calendars and working with Facilities Management to coordinate service requests as needed.
• Maintain up-to-date online communications tools for LITS, including content for the LITS website, divisional email lists, and shared digital workspaces as needed.
• Manage inventory for office and equipment supplies for LITS, including tracking supply levels, ordering, restocking supplies as directed throughout the library and/or other LITS support locations, and tracking related expenses.
• Maintain amenities (coffee, etc.) for the LITS staff lounge and other spaces as directed.
• Maintain, organize, file, secure, and purge LITS digital and physical records.
• Assist in coordinating LITS events and meetings as directed. This includes but is not limited to, scheduling, coordinating catering and correspondence with attendees.
• Support the recruitment and LITS employment lifecycle by coordinating interview schedules, managing candidate correspondence and travel, maintaining personnel records, and onboarding and offboarding procedures.
• Coordinate shipping, receiving, and mail distribution for LITS as directed.
• Perform other duties as assigned

Benefits

• For Benefits Information, please navigate to the following link: Employment - Work at Hamilton - Hamilton College