I. JOB SUMMARY:
The Administrative Assistant for Presidential Affairs is primarily responsible for coordinating and managing high-level events for the Office of the President. Duties include coordinating Board of Trustee visits, coordinating Presidential Events that include Commencements, College Assembly, President?s Holiday Party, Display of Archives, Trustee events, Full Professor Dinner, Town Halls, Listening Salons, Board Meetings, political VIPs on campus, presidential retreats including Trustees, Vice Presidents, and Leadership Council. Other duties include drafting a yearly event schedule, promoting events to the campus, and calendar scheduling of such events.
This job works in the Office of the President and reports primarily to the President and secondarily to the Associate Vice President of Institutional Effectiveness.
II. PRIMARY JOB DUTIES:
- Ability to provide creative solutions, engaging campus and community audiences, alumni, and guests at events fulfilling the D?Youville mission in memorable ways.
- Ability to set-up and strike events.
- Scheduling and supervising graduate assistants, interns, staff volunteers and hired help as needed.
- Ability to plan and execute volunteer/intern/graduate assistant training as needed to support scheduled events.
- Conducts event post-mortem with an eye toward improving efficiencies and increasing funds raised.
- Tracks surveys sent before or after events, gauging attendance ? instrumental in larger studies and grants done for D?Youville.
- Coordinate Board of Trustee visits. Maintain the electronic portal for Board members to access data.
- Helps create and maintain event protocol, requests, and electronic forms for internal and external requests including checklists.
- Coordinate special projects as assigned by the President relating to organizational involvement.
- Serve as coordinator for events such as Presidential Events that include Commencements, College Assembly, President?s Holiday Party, Display of Archives, Trustee events, Full Professor Dinner, Town Halls, Listening Salons, Board Meetings, political VIPs on campus, presidential retreats including Trustees, Vice Presidents, and Leadership Council.
IV. KNOWLEDGE, SKILLS, & ABILITIES:
- Handle classified information with absolute confidentiality.
- Ability to develop and maintain constructive and cooperative working relationships within the organization, and with our stakeholders.
- Conceptual, analytical and organizational skills with an attention to detail and be able to manage multiple projects and priorities.
- Able to work independently and as part of a team.
- Familiarity with common office procedures, multitasking and ability to meet deadlines.
- Strong computer skills with knowledge of PowerPoint, Word and Excel.
- Ability to communicate effectively and work within a close team environment.