Executive Assistant to the Provost

Job Description

As the Executive Assistant you will:

• Ensure timely information flow to and from the Provost and team, including expert prioritization, the handling of extremely confidential and sensitive information, and highly professional contact with on- and off-campus constituencies on behalf of the Provost. Maintain a confidential, congenial, pleasant, and professional atmosphere in the office.
• Maintain the Provost's electronic calendar as well as an office calendar, record the yearly cycle of events and items for the associate provosts' calendars as needed. Answer phones and e-mails and respond to requests and inquiries from on and off campus. Prepare and initiate agendas, minutes, reports and supporting materials for the Board of Trustee committee staffed by the Provost and for other meetings as needed
• Prepare all pre-tenure, tenure, and promotion review packets; maintain faculty files, and maintain general office files. Help answer candidate and reviewer inquiries regarding due dates, process, and the Interfolio faculty review online platform. Prepare faculty reappointment letters (e.g., two year reviews, pre-tenure, and tenure). Prepare all faculty contracts (full-time and part-time).
• Coordinate various group and/or committee meetings, luncheons, dinners, and arrange for various Provost Office entertainment events. Make room reservations, arrange for set-ups, order food, send the invitations, and collect RSVPs.
• Provide assistance to the faculty as needed. Examples include: housing prospects for new faculty; responding to questions about policy; providing requested information related to hiring; onboarding for new faculty. Assist Faculty Council with annual elections for both the Faculty Council and the Faculty Review Committee.
• Conduct research projects, compose and answer correspondence, prepare reports and other materials in support of the activities of the Provost's office. Make travel arrangements - includes hotel, flight, and car reservations as necessary for the Provost. Order office supplies.
• Manage the Provost's operating budget, numerous endowed funds, and restricted accounts.

Experience and Qualifications

• High School Diploma or GED required, Bachelor's Degree preferred
• Minimum of 1-3 years experience required, 4-7 years preferred.
• Proficiency in Microsoft Office, Google Suite of Products, and Front Rush Recruiting Software

Required Skills and Abilities

• Superior listening, writing, organizational, and interpersonal skills
• Attention to detail, the ability to work effectively on several projects simultaneously, and the ability to work independently are essential.
• Additionally, the ability to maintain utmost confidentiality is essential.

Additional Information

The ideal candidate must represent Allegheny and the Provost Office in a professional manner with strict adherence to the Statement of Community. Every individual contacting the Provost Office (e.g., off campus visitors, candidates interviewing for faculty teaching positions, and current members of the Allegheny Community) must be greeted respectfully. Additionally, individuals representing diversity face different experiences/challenges and it is important to be cognizant and supportive of those differences.

About Us

Allegheny College, founded in 1815, is one of the nation's most historic and innovative four-year colleges with the distinct requirement of completing a major and minor in different academic areas. This multidisciplinary learning celebrates students' unusual combinations of interests and provides creative, independent thinkers with a path for educational depth and intellectual growth, preparing them for a successful launch after graduation and even for careers that may not yet exist. Located in western Pennsylvania, 1.5 hours equidistant from Pittsburgh, Cleveland and Buffalo, Allegheny College is one of 40 colleges featured in Loren Pope's "Colleges That Change Lives" and recently ranked #4 by The Princeton Review in its Top 20 Best Private Schools for Making an Impact. In its 2025 rankings, U.S. News & World Report recognized Allegheny College as one of the country's top 100 national liberal arts colleges, with special distinctions including one of the top 10 best for senior capstone experience and one of the top 25 best for undergraduate research and creative activities.

Allegheny's undergraduate residential education prepares students for successful, meaningful lives by promoting students' intellectual, moral, and social development and encouraging personal and civic responsibility. Allegheny's faculty and staff combine high academic standards and a commitment to the exchange of knowledge with a supportive approach to learning. Graduates are equipped to think critically and creatively, write clearly, speak persuasively, and meet challenges in a diverse, interconnected world. Allegheny College is deeply committed to creating an inclusive community that actively challenges racism, sexism, heterosexism, religious bigotry, and other forms of bias (see Allegheny College Statement of Community).

Allegheny College is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Women, veterans, individuals with disabilities, and members of other underrepresented groups are highly encouraged to apply. Allegheny does not discriminate on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, or national origin.

Allegheny College is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Director of Human Resources.

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