Administrative/Support, Other Staff/Administrative, Staff/Administrative
Executive Assistant to the President
Utica College, a small comprehensive college in Upstate New York, is seeking applications for an Executive Assistant to the President. The primary duties of the position are to provide executive level assistance to the President and functions of the Office of the President. The Executive Assistant to the President manages the President’s calendar and travel arrangements; arranges and provides staff support for meetings/events; assists in planning events/social functions originating from the President’s Office; maintains confidential files; prepares quality documents, reports and correspondence; and works independently on various ongoing and special projects requiring independent judgement, initiative, and confidentiality. Exercises professional discretion and frequently handles situations and/or information that is considered sensitive and/or confidential. This position reports to the Assistant Vice President of Presidential Affairs (AVP) and Secretary to the Board of Trustees, who provides supervision of work related to responsibilities in support of the President’s Office.
In deciding whether to apply for a position at Utica College, candidates are strongly encouraged to consider the UC mission and culture to help determine their potential success at http://www.utica.edu/instadvance/marketingcomm/about/. Our Mission and Values Statement includes a commitment to fostering diversity in background, perspective, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas. At UC, diversity means that we are a community that represents a range of human experience and makes conscious choices to appreciate, respect, and learn from each other. Utica College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society.
Primary responsibilities include:
Represents the President and the Office of the President to the campus community, College constituencies and the public; Attends to personal needs of president as necessary (errands, etc); Working with the AVP and Secretary to the Board of Trustees, manages: o President’s calendar: ensuring the President is strategically deployed both internally and externally while making sure meetings are properly sequenced. All deployment should reflect the strategic priorities of the President. This includes negotiating day/time/length of meeting/event and categorizing appropriately. o President’s meeting preparation. In a timely fashion, acquires briefings, preparatory and background information for daily meetings/events, and creates packets. o Detailed travel coordination for the President. Ensures travel plans meet the timing, strategic and other scheduling needs of the President. Prepares itineraries. o Coordinates travel with Advancement.
o Management of all events originating from the President’s Office, including guest lists, logistics, facilities, catering, invitations, and other aspects accordingly.
Serves as the front line representative of the Office of the President (in person and via phone). Assists with incoming calls, checks phone and email messages, returns calls and provides assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from internal and external parties; Provides staff support for meetings originating from the President’s Office. Assists with meeting participants, preparation of agendas, reports, and presentation materials; Assists in planning social functions related to the business of the College, including events such as the annual campus Holiday Party in December, the Employee Recognition Ceremony in May, and receptions and dinners at the President’s home. Assists with event management during Homecoming Weekend (September/October) and Commencement Weekend (May); Provides administrative support for special projects/project management in the Office of the President. Researches, prioritizes, and follows up as appropriate; Manages the incoming telephone communications and the flow of incoming and outgoing correspondence/mail; respond or route to appropriate person(s), departments, Schools; track delegated items as needed; Communicates with campus community members on behalf of the President’s Office; drafts correspondence and reports and prepares sympathy letters, invitations, etc. accordingly; Manages the operating budgets in the Office of the President. Performs monthly reconciliations and assists with budget preparation and financial forecasting; Assists with preparations and staffing for Board meetings and retreats (e.g. type reports, prepare packets, etc.);Maintains records and website for the Operations Manual and signage database; Reconciles expense reports, purchase requisitions, and credit card statements for the President and AVP and Secretary to the Board of Trustees; Coordinates recruiting and hiring of senior staff positions; Takes an active role in the development of the department’s strategic and operational plans as required by department leadership. Works closely with department supervisor to develop and implement operational goals that support departmental success; Eagle eye proofreader supporting the President’s Office; Responsible for working with supervisor and other team members to establish and achieve successful results on all established individual and departmental goals and key performance indicators; Performs other staff duties (e.g. maintaining filing system, assist with producing documents and copies, covers the AVP and Secretary to the Board of Trustees responsibilities in his/her absence); Utilizes Banner/Banner Web effectively to obtain information on alumni, parents, and friends of the College; Performs other duties and projects as assigned; Responds to inquiries, problems, and complaints from faculty, staff, students, and the public, whenever appropriate; Must possess a valid driver’s license and clean driving record (as defined by Utica College insurance carrier guidelines.
Associate degree required, bachelor’s degree preferred. 10 years of progressive experience as a secretary or administrative assistant required, experience providing administrative support at the executive level preferred.
To apply, submit a cover letter, resume, and a diversity statement. All positions at Utica College support the College’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the College’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf
Active consideration of candidates will begin immediately and continue until the position is filled. References will be checked for candidates invited to campus.
Utica College is an affirmative action, equal opportunity employer. We encourage applications from under-represented groups as well as individuals who have experience with diverse populations.
About Utica College
Founded in 1946, Utica College is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The College enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000 graduate students. A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.