Reporting to the Chief of Staff to the President with supervision from the Special Assistant to the President, the Executive Assistant to the President provides high-level administrative support, with primary responsibility for overseeing the complex scheduling of the President’s time, ensuring the President is fully prepared for all items on her schedule, and scheduling and coordinating meetings, travel, and internal and external events. This responsibility extends to both the
Reporting to the Chief of Staff to the President with supervision from the Special Assistant to the President, the Executive Assistant to the President provides high-level administrative support, with primary responsibility for overseeing the complex scheduling of the President’s time, ensuring the President is fully prepared for all items on her schedule, and scheduling and coordinating meetings, travel, and internal and external events. This responsibility extends to both the President’s Barnard schedule and her activities in the larger community outside of the College.
Further, the Executive Assistant supports the communications of the President by drafting correspondence, preparing talking points for the President, creating meeting materials, and ensuring smooth flow of information to and from the President’s Office.
The responsibilities below will be adapted to remote working and virtual meetings and events as required.Department President's Office Reports to Title Chief of Staff to the President Full or Part Time Full Time Number Of Months 12 months per year Work Schedule
Monday – Friday, 9AM to 5PMPosition End Date (if temporary) Posting Number 2020 -01740- AS
Evenings and weekends as needed.Essential Duties Summary
1. Provide high-level administrative support, with primary responsibility for overseeing the complex scheduling of the President’s time and ensuring the President is fully prepared for all meetings and events.
2. Manage requests for the President’s time: use excellent judgment to prioritize and research requests for the President to attend meetings, appointments, speaking engagements, and events, both internal and external. Respond on the President’s behalf or draft responses as appropriate.
3. Oversee the Administrative Associate in their work to maintain the President’s calendar by scheduling appointments and meetings, and making other arrangements as needed. Work closely with the Administrative Associate to ensure accuracy, coordination, and prioritization for the President’s calendar.
4. In collaboration with the Administrative Associate, manage the preparation and acquisition of background materials and talking points for meetings and events that the President attends.
5. With the support of the Administrative Associate, prepare an annual calendar for the President, including meetings, events, and receptions hosted by the President on campus and at the President’s residence, as well as meetings, events, and receptions hosted by other administrative and faculty offices.
6. Manage all travel and transportation arrangements for the President, including College, external board-related, and personal, with support from the Administrative Associate.
7. Staff the President at events both on and off campus.
8. For all presidential events, manage acquisition, review, and approval of briefings, remarks, and other materials.
9. Draft correspondence, talking points, remarks, and presentations for the President on an array of topics and for a variety of audiences. Assist with the communications efforts of the President with faculty, staff, students, and other members of the Barnard community.
10. Respond to emails, telephone calls, and office visits from a wide range of individuals, including trustees, donors, distinguished guests, alumnae, parents, and students.
11. Partner with the President’s Chief of Staff, the Deputy Chief of Staff, the Special Assistant to the President, and Administrative Associate to coordinate the efficient and smooth operation of the President’s Office. Prioritize the workflow of the President’s Office to efficiently support the President and maximize the President’s time. Oversee the work of the Administrative Associate in all office functions.
12. With the support of the Administrative Associate , organize and coordinate all events hosted by the Office of the President, for guests including students, faculty, staff, alumnae, and others members of the community. Liaise with other offices and outside vendors as needed, and make all arrangements.
13. In collaboration with other members of the Office of the President, act as one of the primary contacts in the President’s Office for special projects and College-wide annual events, including Commencement and Convocation.
14. Serve as primary contact to VIPs, including the Commencement speaker and recipients of the Medal of Distinction, and manage all related logistics.
15. Act as the primary contact in the President’s Office for donor issues in coordination with the Vice President for Development, including correspondence, scheduling, and tracking necessary follow-up. Partner with the President’s Chief of Staff and/or Deputy Chief of Staff and the Development Office on strategic, long-term planning of the President’s schedule in the context of campaigns or other fundraising initiatives.
16. As requested, maintain notes and record of key issues for Senior Staff and other regular meetings and committees. Monitor and follow the progress of projects, action items, and strategies that emanate from these meetings.
17. Manage the President’s holiday card.
18. Provide personal assistance to the President and her family as needed.
19. Other duties as assigned.
Knowledge, Skills, and Abilities
- Exceptional verbal, writing and proofreading skills; must be detail-oriented and accurate.
- Excellent interpersonal skills with a strong orientation toward collaboration, service, teamwork, and consensus-building. Must be a ‘consummate diplomat.’
- Ability to deal with sensitive and complex situations, problems, and highly confidential information and deal appropriately with various College and external constituencies. Ability to exercise tact and discretion; appreciation of the confidential nature of verbal and written communications.
- Ability to anticipate the President’s needs; demonstrate initiative combined with excellent judgment.
- Superior organizational skills; ability to handle multiple assignments and changing priorities quickly and efficiently as circumstances dictate.
- Demonstrated customer service orientation and the ability to interact effectively with diverse constituencies.
- Deadline-driven and results-oriented with a strong work ethic and commitment to the office; ability to work under pressure.
- Ability to work independently and collaboratively as part of the President’s team.
- Demonstrated ability to plan and coordinate meetings and special events.
- Demonstrated ability to gain the confidence and respect of senior administrators, volunteers, and colleagues.
- Demonstrated ability to think and act strategically for the short- and long-term.
- Excellent computer proficiency, including email and calendars on Google, Zoom, web browsers, Google Drive (Docs, Sheets, and Forms) and the Microsoft Office suite of applications (Word, Excel, PowerPoint and Access).
Required Qualification Summary
- Bachelor’s degree
- Minimum 5 years of related experience, preferably assisting a chief or senior executive
- Flexibility regarding work schedule and duties. Ability to work evenings and weekends as necessary.
Preferred Qualification Summary
- Experience in an academic institution
- Knowledge of Barnard College
Physical Demands Summary
Barnard College is an Equal Opportunity Employer. Barnard does not discriminate due to race, color, creed, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, age, disability, or any other legally protected basis, and to the extent permitted by law. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
Open Until FilledYes
This position is currently required to work both remotely and on-site as directed by the Chief of Staff and/or Special Assistant to the President.