Executive Assistant

University of New Hampshire; Keene (NH); On-site; USD 48,000 - 85,000; Full time

Job summary

Keene State College in Keene, NH, seeks an Executive Assistant to provide senior-level administrative support to the Executive Vice President for Finance & Administration. The role requires discretion, exceptional communication, and the ability to manage complex schedules and confidential information.

Responsibilities include calendar and travel coordination, meeting material preparation, budget handling, minutes, and general office operations in Hale Building.

Qualifications

• Bachelor’s degree with at least three years’ admin/office management experience.
• Associate’s degree with seven years progressive administrative support experience.

Responsibilities

• Provide comprehensive administrative support and complex calendar management.
• Coordinate travel and meeting itineraries with required materials.
• Oversee Hale Building operations and provide reception coverage.
• Prepare minutes and manage budget, P-card expenses, travel and AP.
• Manage confidential communications and triage high-sensitivity information.
• Draft correspondence and maintain filing systems.

Skills

Discretion

Calendar management

Events planning

MS Office

Communication

Education

Bachelor’s degree

Associate’s degree

Tools

MS Word

MS Excel

Outlook

Teams

Relational databases

Job description

The Executive Vice President for Finance & Administration seeks qualified applicants for an Executive Assistant to provide senior-level administrative support. This position requires exceptional communication and collaboration skills and demonstrates the highest degree of discretion and judgment in dealing with confidential information on all matters. All staff positions on campus support students and will be involved in student-focused activities. This is a year-round 75% time benefitted position.

Duties/Responsibilities

Comprehensive and Complex Administrative Support (60%)

• Provide comprehensive administrative support and complex calendar management for the Executive Vice President for Finance and Administration and other staff as required.
• Schedule all meetings and appointments; ensure their schedule reflects the institution’s priorities, and ensure materials are prepared as needed for meetings and events, including agendas, supporting materials, and event scripts.
• Coordinate complex travel and meeting itineraries including as needed room reservations, catering arrangements, and invitations.
• Complete special projects as assigned.

Daily Office Operations (40%)

• Oversee the operations of Hale Building and provide reception coverage.
• Triage administrative problems, which can be sensitive in nature, with internal and external constituents with discretion and independent judgment via phone conversations, email and/or in person to direct to appropriate office/staff member. Must follow up issue to completion and maintain documentation.
• Ensure timely accomplishment of varied tasks, involving ability to recognize and accurately disseminate potentially high-risk and sensitive issues in an appropriate and professional manner, always maintaining a high degree of confidentiality. Anticipate and solve potential issues that may arise.
• Manage office budget, including processing and reconciling p-card expenses, travel, accounts payable, purchasing, requesting budget moves, institutional memberships, and analyzing budget reports.
• Take, edit, and publish minutes of KSC Leadership Team and other meetings as needed.
• Manage communications by prioritizing, summarizing, and screening all incoming phone calls, email, mail, or materials, directing time-sensitive information as needed.
• Manage requests for information and data, which may contain highly confidential and sensitive information, from internal and external constituencies.
• Prepare written responses to routine inquiries and correspondence/ acknowledgements, thank you, welcome, retirement, congratulations, inauguration certificates.
• Draft correspondence as needed.
• Review for accuracy and appropriateness documents for signature – troubleshoot if issues are noted.
• Maintain electronic and hard copy filing system.
• General support duties, including photocopying, fax and mailings.
• Key operator for multi-function printers in Hale Building.
• Monitor and order office supplies and stationery as needed.

Requirements

Minimum Acceptable Education & Experience:

• Bachelor’s degree and minimum of three years’ experience in administration/office management or an Associate’s degree and at least seven years progressive administrative support experience.

Knowledge, Skills & Abilities:

• Exemplary discretion and demonstrated experience handling sensitive and confidential information.
• Complex calendar management experience.
• Experience with special events planning and execution.
• Ability to establish and maintain effective working relationships with staff, faculty, students, and community partners.
• Ability to work effectively both as a team member and independently on projects.
• Ability to assess and triage office traffic.
• Demonstrated experience with MS Office systems, including MS Word, Excel, Outlook, Teams and relational databases.
• Excellence in task prioritization, balancing deadlines, and managing unexpected urgencies.
• Some evening and weekend work required.

Preferred Qualifications:

• Additional years of administrative support experience.
• Experience in higher education.
• Knowledge of formal protocol and office etiquette.
• Ability to handle a rapid pace work environment, have an adaptive work style, and ability to learn other software systems quickly and efficiently.

Keene State College is located in the scenic Monadnock region of Southwest New Hampshire and is an affiliate of the University System of New Hampshire. Located approximately 2 hours from Boston or Hartford CT, and 4 hours from New York City, the region contains many opportunities to enjoy outdoor recreation, cultural events, and a strong sense of community. To learn more about Keene State College, the University System of New Hampshire, and the Keene community, please
visit: https://www.keene.edu, https://www.usnh.edu/, or https://www.ci.keene.nh.us.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Compensation Pay Range:

$47,920.00 - $85,410.00

The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources

Location:

Keene