Executive Assistant to the President

Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial socio-economic and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty administration and staff.

Job Description:

Amherst College invites applications for the Executive Assistant to the President position. The Executive Assistant to the President is a full-time year-round position. The expected salary range for this job opportunity is: $95000 - $110000 per year.

The salary offered will vary based on a number of factors including but not limited to relevant education training and experience tenure status and other nondiscriminatory business considerations. Amherst College is pleased to provide a comprehensive highly competitive benefits package that meets the needs of staff and faculty and their families. Click here for Benefits Information.

The Executive Assistant to the President provides critical high-level administrative and operational support and is an integral member of the team in the Office of the President. Reporting to the Chief of Staff this position works in close daily partnership with both the president and the Chief of Staff and supervises a small team of full-time and casual staff. The Executive Assistant serves as a trusted partner in managing the presidents time and is responsible for organizing the general functions of the Office of the President. They manage complex calendars; support meetings and events; arrange presidential travel and itineraries; supervise and provide office support for functions like correspondence and budget processes; complete special projects as needed; and serve as a primary point of contact for the Office of the President. These duties are described in more detail below.

This is a highly visible position that requires exceptional judgment initiative diplomacy and organizational skill. The Executive Assistant will represent the Office of the President with professionalism warmth discretion and responsiveness. They must communicate effectively with members of the Amherst community including students faculty staff administrators alumni parents and trustees; build collaborative relationships with campus partners as well as external contacts; and oversee a wide variety of activities and ensure follow through on both their own job tasks and those of their direct reports.

Candidates will be available to work a regular full-time schedule. Evening and weekend hours will be required to support presidential events trustee meetings travel or urgent institutional needs.

Remote Work Eligibility: This position is considered an on-site position and requires regular in-person presence. This position may be eligible to work remotely on occasion during specific times of the year (e.g. semester breaks and summer) or for specific types of job tasks with prior supervisor approval.

Essential Duties and Responsibilities

Support for the President: Provide comprehensive administrative support to the president including calendaring meeting preparation correspondence travel planning expense processing and daily logistical coordination.

• Maintain the presidents calendar and provide daily and weekly briefings to the president and the chief of staff. Exercise sound judgment in anticipating needs and resolving scheduling conflicts.

• Receive and respond to inquiries for individual and group meetings (internal and external). Work with the chief of staff to prioritize requests for the presidents time.

• Coordinate presidential travel including flights lodging meals transportation etc.

• Ensure appropriate preparation time for meetings events and institutional commitments. Collect necessary information according to deadlines to ensure the president is prepared and well informed for meetings and travel.

• Prepare documents (including itineraries bios etc.). Review briefings and other materials provided to ensure they are complete and accurate.

• Draft follow-up correspondence resulting from meetings as requested.

• Prepare and/or review documents for the presidents review approval or signature.

• Assist the president with personal appointments and other related tasks.

Office Management: Oversee the daily operations of the Office of the President ensuring a welcoming organized professional and service-oriented environment. Develop and maintain effective office procedures and workflows to support the efficient operation of the office.

• Provide direction to office staff to manage all routine matters of the office including the daily meeting schedule visitor reception correspondence filing technology/facility needs etc.

• Provide direction and work closely with the house/residence staff to coordinate management of the Presidents House and private residence.

• Supervise and provide direction to direct reports for scheduling and office coverage training and professional development assigning work and monitoring workflow and supporting performance expectations.

• Plan and set the agenda for weekly staff meetings.

• Support the correspondence protocol including the president@ email account paper mail etc. Review and approve text of routine correspondence and communications.

• Track and follow up on inquiries and requests received by the office.

• Enter contacts recording correspondence and appointments as needed.

• Supervise the meticulous maintenance of comprehensive files and ensure accurate record keeping (electronic and paper). Update and assist with maintenance of Google Sites and Drives as well as other electronic resources. Arrange for appropriate archiving of records in accordance with record retention policies in the Office of the President and with Archives & Special Collections.

• Identify opportunities to improve office operations communication systems and service to internal and external constituencies.

• Conduct research compile information and prepare materials to support decision-making as requested.

• Provide other support as needed. Prepare letters copy/scan documents complete records research and other administrative tasks as assigned.

Support for the Chief of Staff: Provide operational support to the chief of staff in advancing the priorities of the presidents office.

• Help coordinate the flow of information to and from the President ensuring timely follow-up on requests commitments and decisions.

• Help ensure that requests are triaged appropriately routed to the correct office or leader and resolved in a timely and professional manner.

• Assist the Associate Vice President for Communications and Head of Government Relations to format and proof presidential communications briefings and other documents.

• Ensure the president is fully prepared and receives appropriate support for remarks briefing materials etc.

• Coordinate searches for senior staff and office personnel.

Budget Support: Support responsible stewardship of financial resources in accordance with Amhersts financial policies and procedures.

• Process invoices reimbursements purchase orders budget transfers travel expenses and retain required documentation.

• Reconcile the presidents credit card charges and process expense reports in a timely manner.

• Ensure timely review and approval of transactions in Workday.

• Supervise evaluation and processing of funding requests from faculty and students.

• Supervise purchasing (i.e. ordering supplies purchasing gifts etc.) in the office.

• Monitor expenditures and monthly reconciliation of the presidents departmental budgets. Coordinate with other administrative offices to resolve questions.

• Assist the chief of staff with preparation of annual budget requests.

Event Support: Plan and support presidential events. Coordinate logistics for meetings and events that are hosted or attended by the President or sponsored by the Office of the President.

• Work with the chief of staff to determine what support is necessary for various programs and events in the presidents calendar and/or sponsored by the Office of the President. Events can include but are not limited to receptions dinners retreats trustee-related gatherings donor and alumni engagements Amherst community meetings campus visits and other special events.

• Work collaboratively with other offices to ensure well-executed events. Anticipate logistical needs identify potential issues make recommendations and adapt plans as needed to ensure successful events and meetings.

• Supervise or directly provide event support such as room reservations arranging meeting spaces catering tech support invitations guest lists event collateral (nametags programs menus place cards etc.) transportation lodging accessibility needs and other event logistics. Staff events as needed.

• Assist the chef/event manager with planning for events hosted at the Presidents House.

• Supervise maintenance of attendee lists for all events. Draft and send invitations receive RSVPs and follow up as appropriate.

• Prepare run-of-show scripts and other support documents for major/flagship event scripts for the president (i.e. Commencement Convocation Town Halls).

Qualifications

Required:

• Bachelors degree or equivalent combination of education and experience.

• At least 5 years of progressively responsible administrative executive support office management or related experience preferably in higher education nonprofits government or a complex mission-driven organization.

• Demonstrated experience supporting a senior executive or high-level office.

• Experience managing calendars meetings travel events budgets expenses and office operations.

• Experience supervising staff student employees or casual workers.

• Proven ability to maintain confidentiality and exercise discretion in handling sensitive information with tact and integrity.

• Demonstrated organizational and time management skills including the ability to balance multiple projects prioritize work duties and meet deadlines.

• Ability to maintain composure and sound judgment under pressure.

• Ability to anticipate needs and take initiative in a fast-paced environment.

• Flexibility to work independently or collaboratively with a team.

• Strong interpersonal skills and ability to work effectively with a diverse community of faculty staff and students and to manage relationships and collaborate with other college departments and offices.

• Excellent verbal and written communication skills including strong proofreading and professional correspondence skills.

• Proficiency in Google Workspace and other office productivity tools.

• Successful completion of required reference and background checks.

• An acceptable criminal offender records information (CORI) check.

Preferred:

• Experience working in a college or university presidents office provosts office or other senior executive office.

• Familiarity with higher education governance campus culture advancement alumni relations communications and/or presidential events.

• Experience with institutional budget systems procurement systems travel systems event management systems and/or constituent relationship management tools. The Office of the President uses Zoom Workday Slate OnBoard Asana among other tools.

Interested candidates are asked to submit a resume and cover letter online at Please be sure to upload all requested documents prior to clicking Submit. Applications cannot be revised once submitted. (Current employees and students should apply by clicking on the Jobs Hub icon from their Workday home screen.) Review of applications will begin immediately and will continue until the position is filled. Amherst College is committed to an inclusive hiring process and will provide reasonable accommodations for candidates throughout the application and interview process upon request.

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.