GENERAL SUMMARY Bennett College seeks an experienced, proactive, and detail-oriented Executive Assistant to provide strategic, operational, and financial support to the Office of the President. This role ensures seamless office operations, professional stakeholder engagement, and efficient administrative and financial workflows. In addition to executive-level support, the Executive Assistant provides part-time payroll support (payroll processing, budget reconciliation, financial reporting) and supervises the switchboard/reception function along with the Federal Work-Study Office Assistant and other student staff. The Executive Assistant serves as a key liaison to trustees, alumnae, students, faculty, staff, and community partners— modeling professionalism, discretion, and excellence at all times. This is a full-time, 12-month exempt position housed within the Office of the President and based on campus. The role requires in-person presence during standard business hours, with flexibility for occasional evenings and weekends in support of Board meetings, commencement exercises, donor engagement activities, and other key institutional events. ESSENTIAL JOB FUNCTIONS Executive and Administrative Support - Serve as the President’s primary administrative partner; manage a complex calendar, meetings, travel, and shifting priorities with discretion and efficiency.
- Prepare high-quality correspondence, presentations, reports, briefing materials, and talking points.
- Anticipate needs and proactively resolve issues to ensure smooth office operations.
Financial & Payroll Support - Manage office budgets; process requisitions, invoices, and budget transfers; reconcile accounts with the Business Office.
- Support payroll functions to ensure timely and accurate payments. • Utilize enterprise financial systems (e.g., Blackbaud, Paycor) to track transactions and generate reports.
- Provide guidance and training to staff and student assistants on financial systems and processes.
Office Operations, Switchboard/Reception, and Staff Supervision - Oversee daily operations for the President’s Office, including supplies, technology, and hospitality.
- Supervise the switchboard/reception function, ensuring calls, walk-in visitors, and general inquiries are handled promptly, professionally, and in a manner consistent with the College’s brand and values.
- Supervise and mentor the Federal Work-Study Office Assistant and other student staff; set clear expectations, schedules, and workflows.
- Develop and maintain efficient systems for document management, financial tracking, and office workflows.
Event and Meeting Coordination - Plan and execute Board of Trustees meetings, alumnae events, donor visits, and other institutional functions in collaboration with Institutional Advancement and campus partners.
- Manage logistics, catering, agendas, minutes, materials, and follow-up communications for seamless execution.
Stakeholder Engagement - Serve as a professional liaison between the President’s Office and internal/external stakeholders.
- Respond promptly and courteously to inquiries from students, faculty, staff, alumnae, trustees, and community partners.
Strategic Projects - Support special initiatives led by the President, including institutional innovation, community engagement, and student-centered programming.
- Track deliverables, timelines, and outcomes aligned with institutional priorities.
KNOWLEDGE, SKILLS, AND ABILITIES - 5–7 years of progressive administrative support experience, ideally within a small college, nonprofit, or other mission-driven setting.
- Demonstrated expertise in budget management, financial transactions, requisitions, and disbursement processes.
- Strong project management skills; able to track deliverables, timelines, and outcomes across multiple initiatives.
- Experience with ERP and financial/HR systems and reporting tools (e.g., Blackbaud, Paycor, or comparable platforms).
- Proficiency with standard office and collaboration technology (Microsoft 365 or Google Workspace, videoconferencing platforms, and e-signature tools such as DocuSign).
- Working familiarity with common workplace AI tools (e.g., for drafting, scheduling, or document support) and sound judgment about their appropriate, confidential use.
- Experience preparing and maintaining confidential financial reports.
- Exceptional organization, accuracy, and attention to detail; strong analytical and problem-solving skills.
- Excellent written and verbal communication skills, including professional correspondence and report preparation.
- High emotional intelligence; proven ability to collaborate effectively with diverse stakeholders.
- Proven discretion in handling confidential and sensitive information, including compliance with FERPA and other applicable privacy standards.
- Supervisory and coaching skills for mentoring student employees (including Federal Work-Study) and front desk/reception staff.
EDUCATION AND EXPERIENCE Required: - Bachelor’s degree in Business Management, Finance, Accounting, or a related field, or equivalent professional experience.
- Minimum 5–7 years’ experience supporting senior leadership with both administrative and financial responsibilities.
- Proven track record managing budgets, accounts payable processes, complex calendars, travel, and high-level correspondence.
Preferred: - Experience at a small private college or other mission-driven academic institution.
- Experience supervising student employees, front-desk/reception staff, or other administrative staff.
|
