Executive Assistant and Office Manager
Executive Assistant and Office Manager
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$ 110000 - 120000
1 Vacancy
Job Description
Position Summary
Reporting to the Director and the Chief Operating Officer the Executive Assistant and Office Manager provides senior-level support to the Chief Operating Officer manages the work of the Administrative Assistant/Receptionist in Fuld Hall and otherwise coordinates the efforts of the administrative support team in the Directors Office to ensure seamless coverage and continuity of operations. In addition the Executive Assistant and Office Manager works closely with the Executive Director of the Nelson Center for Collaborative Research and other members of senior leadership team to provide support for academic initiatives and special projects as needed.
Essential Job Duties
Executive Assistance for the Chief Operating Officer (30%)
- Ensure that the Chief Operating Officer is properly briefed and supported for all meetings and events.
- Manage the calendar of the Chief Operating Officer prioritizing requests for time and anticipating conflicts and other constraints and provide travel and other logistical support.
- Receive and assess inquires to determine proper response and course of action.
- Attend key meetings manage agendas take minutes and track action items to ensure implementation and appropriate follow-up.
- Communicate with internal and external constituents on behalf of the Chief Operating Officer to ensure the efficient coordination of work within the Directors Office and across other departments.
- Assist the Chief Operating Officer in the preparation of materials for the Board of Trustees and their respective Committee meetings.
Executive Assistance for Academic Initiatives and Special Projects (30%)
- Provide administrative support as needed for the Executive Director of the Nelson Center for Collaborative Research and other members of the senior leadership team who are leading or managing academic initiatives and special projects for the Directors Office.
- Specific duties will vary widely depending on the nature of the initiative or project but may include calendaring travel and logistical support preparing agendas recording and tracking action items preparing data for reports and presentations and communicating with internal and external on behalf of the Directors Office.
Office Management (30%)
- Coordinate the efforts of the administrative support team for the Directors Office to ensure seamless coverage and continuity of operations.
- Identify and advance the implementation of best practices for administrative support that will strengthen communications and promote consistency in the daily operations of the Directors Office as an administrative unit.
- Manage office supplies and equipment ensuring adequate stock and timely procurement.
- Manage the portfolio and performance of the Administrative Assistant/Receptionist in Fuld Hall.
All other duties as assigned (10%)
Minimum Qualifications
- Bachelors degree.
- 5years related experience required including managerial responsibilities.
- Strong interpersonal skills.
- Proficiency with Microsoft Office applications including Word and Excel.
- Ability to maintain a high degree of confidentiality in all matters related to the Directors Office the Board of Trustees and all other matters requiring sensitivity and discretion.
- Excellent communication critical thinking and organizational skills.
- Ability to work well with people from a multitude of backgrounds diplomacy calm demeanor.
- Ability to manage multiple projects with strong attention to detail in a fast-paced work environment.
- Excellent judgment and foresight.
- Resourcefulness and the ability to work under pressure and meet short deadlines.
- Strong understanding of the Directors vision and the Institutes priorities programs policies and procedures.
- Able to operate independently set goals and achieve them with minimal supervision.
Preferred Qualifications
- Experience working within higher education.
Supervisory Responsibilities
- Administrative Assistant & Fuld Hall Receptionist
Working Conditions
- Must be able to remain in a stationary position for prolonged periods of time.
- Public facing position with frequent interaction with faculty staff and scholars.
- Ability to lift and carry up to 20 lbs.
The Institute for Advanced Study retains the right to change or assign other duties to this position at any time. To perform this role successfully an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
The anticipated pay range for this position is $110000 to $120000. We offer a comprehensive benefits package including medical dental and vision insurance life insurance short- and long-term disability coverage flexible spending accounts paid holidays paid time off tuition assistance retirement plans and an employee assistance program.
The Institute for Advanced Study is an Equal Opportunity Employer.
Required Experience:
IC
Employment Type
Full-Time
