Assistant to the President

Assistant To The President

Assistant to the President Coe College seeks an Assistant to the President to serve as the primary administrative, communications, and project management partner to the President and provide high-level executive support to the Office of the President. This position manages complex scheduling, executive correspondence, Board of Trustees operations, institutional projects, and confidential matters while supporting the strategic priorities of the College through effective coordination, communication, organization, and use of modern office technologies.

Essential Job Responsibilities:

• Coordinate workflow and daily operations within the Office of the President.
• Manage complex calendars, appointments, travel arrangements, and scheduling priorities for the President.
• Manage and prioritize executive correspondence on behalf of the President, including drafting, proofreading, coordinating responses, and ensuring timely follow-up on sensitive and confidential communication.
• Serve as project manager for presidential initiatives, coordinating timeliness, communication, meeting logistics, deliverables and follow up across multiple campus departments and external stakeholders.
• Process invoices, reconcile credit card statements, and support budget and administrative operations for the President's Office.
• Manage executive communications, including email correspondence, phone calls, digital document workflows, and visitor engagement with professionalism and discretion.
• Serve as a primary point of contact for internal and external constituents, including Trustees, senior leaders, faculty, staff, students, alumni, and community partners.
• Coordinate Board of Trustees activities, including scheduling meetings, preparing agendas and materials, managing communications, and supporting meeting logistics
• Maintain and manage Board of Trustees materials and communications through secure digital board management and document-sharing systems.
• Attend and record minutes for Board of Trustees meetings, Executive Committee meetings, and other committee meetings as assigned.
• Coordinate virtual and in-person meetings using video conferencing and collaboration platforms.
• Prepare presentations, reports, correspondence, briefing materials, and other executive documents using modern office and collaboration technologies.
• Attend and take notes at weekly senior leadership meetings and assist with follow-up communication and action items.
• Prepare and/or coordinate institutional reports and surveys, including requests related to accreditation, compliance, higher education associations, and external reporting agencies.
• Maintain confidential electronic and paper records in accordance with institutional policies and best practices.
• Support presidential events, Commencement activities, and special institutional projects.
• Coordinate the Clark Merit Award selection process, including communication, scheduling, and coordination with committee members and campus offices.
• Coordinate aspects of Commencement activities, including honorary degree recipient logistics, award coordination, scripts, and event support.
• Collaborate across departments to support institutional initiatives and strategic priorities.
• Assist the Human Resources Office and other administrative offices with projects and coordination as needed.
• Perform additional duties as assigned in support of the Office of the President.

Qualifications:

• Bachelor's degree preferred.
• Experience working with complex and high dollar budgets.
• 4+ years of progressively responsible executive administrative support experience
• Successful completion of a background check in accordance with Coe College policy.
• Valid driver's license.

Knowledge, Skills and Competencies: Position Specific:

• Demonstrated positive and welcoming approach to all interpersonal interactions.
• Organized, task oriented, accurate.
• Ability to maintain confidentiality and discretion.
• Willingness to jump in on any task at a moment's notice while maintaining consistent quality of work.
• Ability to prioritize projects with overlapping timelines in a fast-paced, fluid environment.
• Demonstrated analytical, mathematical and problem-solving skills.
• Ability to take directions and apply to independent work.
• Extensive knowledge of Microsoft Office Suite, in particular Microsoft Excel (formulas, functions and pivot tables.)
• Appreciation for being part of an overarching mission that intrinsically motivates quality work in the day-to-day tasks.

Coe Competencies:

• Dedication to the educational mission of a private, residential liberal arts college.
• Ability to maintain positive relationships in a collaborative and diverse team atmosphere.
• Commitment to excellent customer and/or student service.
• Demonstrated ethical and responsible decision making.
• Consistent attendance and accountability necessary to meet position objectives.
• Every Coe employee shares one mission to recruit, retain and prepare students for a lifetime of personal and professional success.

Coe College is an equal opportunity employer.