Executive Assistant

About the position

The Executive Assistant acts as the primary point of contact and provides administrative support to the Dean of the Hamilton Holt School. This role requires someone who thrives in a fast-paced, faculty and student-centered environment and can efficiently manage multiple priorities.

Responsibilities

• Manage the calendars of the Dean and Assistant Dean of the Hamilton Holt School by scheduling appointments, meetings, colloquia, retreats, workshops, and conferences.
• Maintain the annual calendar and spreadsheet of tasks, deadlines, events, and meetings.
• Prepare correspondence, reports, and materials for meetings.
• Manage meetings, communications, and timelines for Office of the Dean projects.
• Provide logistical support for the planning and implementation of events on behalf of the Hamilton Holt School.
• Answer and route incoming calls, welcome visitors, and evaluate the priority order of incoming requests.
• Hire and supervise graduate and undergraduate student workers.
• Coordinate travel arrangements, prepare travel advance request forms, and process travel expense reports.
• Submit Team Dynamix tickets to the Information Technology team and work orders to Facilities.
• Maintain inventory of and order office supplies and other items.
• Support Holt School events by providing administrative assistance, such as ordering materials, coordinating supplies, managing attendance, etc.

Requirements

• High school education plus two years of additional business, technical, or college training, or equivalent combination of education and experience.
• At least four years of job-related experience.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat.

Nice-to-haves

• Ability to learn new processes and online platforms.
• Possess strong proficiency in written English, including expertise in spelling and grammar.
• The ability to understand and interpret complex oral and written instructions and documents.
• Ability to use tact and good judgment in resolving work problems and dealing with the public, faculty, students, and staff.
• Excellent customer service and interpersonal skills are imperative.
• Time management skills including the ability to plan schedule of duties without constant supervision, organize and prioritize multiple tasks and commitments.
• Ability to analyze information and make judgment decisions under time and pressure constraints.
• Ability to work independently and handle confidential material.

Benefits

• 15 Days - Paid Time Off (vacation, sick and personal time)
• 10 Days - Paid Holidays
• 5 Days - Paid College Closure Days
• Eligible for Medical, Prescription, Dental & Vision Insurances (within 30 days of hire)
• 100% Employer-Funded Health Reimbursement Account ($125+/month)
• 100% Employer-Paid Short & Long Term Disability Insurance
• Domestic Partner Benefits
• 11.5% Employer Retirement Contributions
• Discounted On-Campus Dining Meal Plans
• Free On-Campus Parking
• Free Access to Campus Amenities (gyms, pools, library, sporting events and more)
• Free Full Tuition for Employees and their Families
• Pet Insurance
• 100% Employer-Funded Employee Assistance Program
• Flexible Spending Accounts
• Award-Winning Wellbeing Programs
• Plus More!