Presidents Office Coordinator & Administrative Assistant

President's Office Coordinator & Administrative Assistant

Administrative Non-Exempt

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.

General 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.
• Prepares and tracks accounts payable and reimbursements; reviews and reconciles credit card statements and maintains financial documentation.
• Handles sensitive/confidential information requiring a high level of discretion.
• Undertakes assigned projects, gathers information and assesses options, and implements activities.

President's Office

• 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.
• 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.

General Counsel:

• Assists General Counsel with the preparation of correspondence and legal documentation.
• Prepares and maintains retention letters for external legal counsel and ensure timely payment of invoices.
• Assists in the submission of expense reports and manages memberships in legal organizations and state bars, and assists in oversight and management of the General Counsel's office budget.
• Organizes, tracks, and maintains case and other files to ensure they are up-to-date and all necessary information for use by the General Counsel is readily available.
• Under the direction of the Secretary of the Board, handles logistics for Trustee board and committee meetings. Maintains trustee databases and electronic resources.

Performance Profile:

• Accurate and timely completion of work with minimal supervision. Successfully meets multiple and competing project deadlines.
• Responds graciously and promptly to requests from colleagues, visitors and other members of the Wellesley community, consulting with others as appropriate.
• Displays warm, courteous demeanor and high level of maturity as frontline representative of the President's Office.
• Demonstrates initiative and an ability to anticipate what is needed for meetings and events.
• Exercises high level of discretion, sensitivity, and tact; maintains confidentiality.

Education Required:

• Bachelor's degree required.

Experience Required:

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

Skills and Abilities Required:

• 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.

Other:

Standard work hours are Monday through Friday, 8:30 am 4:30 pm, with a one-hour lunch break. This role involves occasional evening or weekend hours (45 times per year). The position also requires the ability to lift and carry objects up to 25 pounds for meeting and event setups. Due to reception responsibilities, this role is primarily in-person, though there may be opportunities for occasional remote work during the summer months.

Salary:

The pay range for this role is $28.00 - $32.00 an hour

Company Description and Benefits

Wellesley's mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a communityfaculty, students, staff, and alumnae.

Embark on a fulfilling career journey at Wellesley College, where we prioritize your well-being and professional growth. As a valued member of our team, you'll enjoy a comprehensive array of benefits and resources designed to enhance both your work-life balance and long-term success.

• Competitive Compensation : Experience competitive wages ensuring your dedication is recognized and rewarded.
• Exceptional Benefits Package: Access a comprehensive benefits package, including health, dental, vision and pre-tax saving benefits, life insurance, disability coverage, and more to safeguard your health and that of your loved ones.
• Commuting and Transportation: Enjoy the convenience of free parking on our picturesque campus, easily accessible from major roadways. We are also accessible via the MBTA commuter rail.
• Paid Time Off : Take advantage of paid vacations, personal days, sick time, and holidays to recharge and maintain a healthy work-life harmony.
• Retirement Savings : Plan for the future with our retirement savings plan. Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees
• Work/Life and Wellness: A hybrid work environment for select positions (additional details will be provided during the interview process), caregiving support through Wellthy, legal plan insurance, pet insurance discount and a variety of other resources including retirement planning, and access to cultural and leisure activities throughout metro-Boston.
• Professional Development: Enhance your skills and explore growth opportunities through continuing training and pathways for growth within our supportive environment.
• Tuition and Education Benefits : Invest in your education with tuition benefits, and access resources to navigate student loan forgiveness, reinforcing our commitment to your ongoing learning.
• Campus Privileges : Enjoy free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes, Library resources, and seize opportunities to attend diverse campus events that contribute to a vibrant community.

Apply today and take your first step toward a rewarding career with Wellesley College where your unique strengths and success are celebrated as part of our shared commitment to inclusivity!

Worker Sub-Type

Administrative

Time Type

Full time

EEO Statement

At Wellesley, we embrace and honor difference and diversity. We believe the best ideasthe best solutionsdraw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members of the Wellesley community have an equal opportunity to flourish.

Wellesley College is an Equal Opportunity Employer and prohibits discrimination against qualified individuals in hiring and advancement based on any legally protected status. Candidates who believe they can contribute to the College community are encouraged to apply.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.