Executive Assistant for the Vice President of Institutional Advancement
Otis College of Art and Design
Otis College of Art and Design is currently accepting applications for an Executive Assistant for the Vice President of Institutional Advancement. The Executive Assistant for the Vice President of Institutional Advancement (VPIA) provides executive management services to the College’s VPIA who is an executive senior leader. This position is responsible for various activities including coordination of the VPIA’s calendars and schedules; management of correspondence, travel arrangements, telephone calls; and resolution of departmental problems. This position reports directly to the VPIA.
• Provides a variety of detailed and complex executive management services for the VPIA, a designated member of the College’s senior leadership. Makes daily administrative and operational decisions on the VPIA’s behalf. Ensures that the VPIA is informed of all relevant matters.
• Manages, monitors, and coordinates the VPIA’s calendars for meetings or event commitments. May help determine priorities for the VPIA’s calendar in addition to coordinating efforts of other staff engaged in scheduling the VPIA’s time. Determines information and scheduling requirements. Researches information; alerts the VPIA of appointments needing to be rescheduled and future key appointments. Reschedules existing appointments as deemed appropriate.
• Reviews and prioritizes incoming correspondence addressed to the VPIA. Determines actions required to ensure proper follow through. Researches, composes, and/or drafts emails and memos on behalf of the VPIA. Ensures acceptable formats are followed as appropriate.
• Facilitates communications between the VPIA and direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action. Facilitates reciprocal exchange of communications and critical information in a timely manner between the VPIA and other College offices and/or external parties. Serves as a key resource and provides ongoing public relations on the VPIA’s behalf with faculty, staff, visiting trustees, major donors, dignitaries, and/or other VIPs. Represents the VPIA through phone and personal contacts, as needed. Screens, responds, or forwards incoming calls directed to the VPIA.
• May assist in managing operational budgets including fiscal planning and monitoring.
• Assists in forming meetings (Trustee Meetings, Board of Governors) and ad hoc committees. Monitors progress toward completion of tasks, as requested. Ensures that committee reports, minutes, and recommendations are submitted in a timely manner. Follows up as appropriate. Takes minutes during meetings.
• Coordinates travel arrangements for the VPIA.
• Researches and resolves problems or questions referred by faculty, staff, visitors, or external contacts as needed or requested by the VPIA. Analyzes and reports resolution or findings.
• Designs and creates documents and/or presentation slides using computerized graphics, desktop publishing, and word processing software. Determines type(s) of artwork (i.e., illustrations, photos, charts, graphs, design covers) to accompany documents and/or presentation slides while considering compatibility, content, audience, style, format, intent, etc.
• Develops and maintains the VPIA’s office filing and logging system to ensure optimal storage and efficient retrieval capabilities of documents.
• Maintains a thorough understanding of all IA office matters and College policies and procedures in addition to applicable government laws and regulations. Maintains currency with College and other academic publications. Updates the VPIA on new developments.
• May direct and supervise the work of staff members or student workers. Sets and communicates priorities and performance standards.
• Performs other related duties as assigned. Must be responsive to work-related phone calls and emails during non-business hours on occasion.
• Monitors IA main budget. May monitor other IA division budgets. Participates in budget planning.
• May provide administrative support to IA directors and/or senior team members other than the VPIA to meet operational goals and deadlines.
Bachelor’s degree or combined experience/education as substitute for minimum education. A minimum of 7 years related work experience is required in a progressively responsible administrative role in an executive office. Individual must have a heightened sense of protocol and diplomacy and the ability to exercise sensitivity, confidentiality, and discretion in every matter. This position requires excellent writing, proofreading, and oral skills; strong organizational skills to address, prioritize, and coordinate multiple projects, problems, and activities concurrently.
• Must be able to work at off-site meetings and events during weekends and evening hours.
• Must have reliable transportation to attend off-site meetings and events.
• Must be flexible and willing to work extended hours as needed.
• Must have strong computer skills (Excel, Word, Outlook, etc.) and be able to learn new programs; work in Banner database is required.
Interested candidates must apply via Otis’ website at https://otis.simplehire.com to be considered for the position.
When inquiring or applying for this job opening, please also reference AcademicCareers.com
Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at Otis College of Art and Design and at other institutions of higher education in the region on www.AcademicCareers.com