Executive Assistant

Macalester College; Saint Paul (MN); Hybrid; USD 39,000 - 40,000; Full time

Benefits offered by this job

10% employer retirement contribution

Generous vacation & sick time + 10hols

Health, dental, vision, life & long‑d/

Tuition assistance for dependents

Nice Healthcare primary care

Wellness & fitness facilities access

Job summary

Macalester College seeks an Executive Assistant to the VP of Administration and Finance and the VP for Institutional Equity in Saint Paul, MN. This 12-month, full-time hourly role provides essential administrative support, project and event coordination, and document management to enable the VPs to operate smoothly.

The position requires strong calendar management, budget tracking, and advanced Google Apps/MS Office skills, with some evenings/weekends possible.

Qualifications

• Minimum education: high school diploma.
• Strong calendar, travel, and meeting management.
• Experience with budget tracking and invoicing.
• Advanced knowledge of Google Apps and MS Office.
• Ability to interact with executive leadership and Trustees.

Responsibilities

• Provide reception and administrative support to two Vice Presidents.
• Maintain calendars and arrange travel.
• Prepare letters, memoranda, reports, presentations for meetings.
• Monitor budgets and reconcile expenditures.
• Coordinate meetings and events; liaison with trustees and staff.
• Support Institutional Equity, Title IX initiatives, and related communications.

Skills

Administrative support

Calendar management

Budget tracking

Google Apps

MS Office

Communication skills

Event coordination

Education

High school diploma

Associate's or Bachelor's degree preferred

Job description

Overview

The Executive Assistant to the VP of Administration and Finance and the VP for Institutional Equity is primarily responsible for providing a range of administrative services to the VPs in order to promote smooth functioning of the VP's areas of responsibility. The primary tasks include administrative support, project and event management, reception, organizational functions, document management and distribution, incoming and outgoing communication with campus and external constituents, data gathering and presentation, managing schedules, invoicing, departmental budget tracking, and providing general support for others in their areas. Success is measured by the timeliness, accuracy, and completeness of the work and the professional nature of the delivery.

This is a 12-month, full-time, hourly position, with expectations for in-office work. Some flexibility in scheduling for evenings and weekends may be required. Some remote-hybrid work may be possible during the summer.

Responsibilities & Qualifications

Institutional Equity leads Macalester's ongoing commitment to equity and social justice through collective action, shared visioning, and community connection. The division includes the Center for Religious and Spiritual Life, equity education programs, the Lealtad-Suzuki Center for Social Justice, and the Title IX and Nondiscrimination Office. Institutional Equity works collaboratively across campus to facilitate programs, resources, and initiatives to promote a campus climate that is inclusive, affirming, and respectful. We support the advancement of equity in academic programs, student resources, recruitment and retention efforts, learning and work environments, professional development, resource stewardship, and overall institutional effectiveness. The Administration and Finance Division comprises five key areas of the college: Business Services, Human Resources, Facilities Services, High Winds (real estate management and neighborhood relations), and the college's endowment (long-term investments managed by an outsourced chief investment officer/firm (OCIO)). The Division staffs five Board of Trustees committees corresponding to these areas of oversight.

Responsibilities

• Provide reception and administrative support: greet visitors and answer inquiries;
• Maintain calendars, schedule meetings and make travel arrangements;
• Organize and maintain office records;
• Prepare letters, memoranda, reports, presentations, websites, and other materials for meetings, events, and college communications;
• Prepare on-line requisitioning of invoices; monitor budgets and track expenditures; purchase supplies and reconcile financial records;
• Coordinate logistics for meetings, committees, and small events;
• Act as liaison for the VPs with trustees, department heads, staff members and the public;
• Provide support for preparation and presentation of materials for the Board of Trustees committees of the VP of Administration and Finance: Finance Committee, Audit & Risk Management Committee, and Infrastructure Committee; support Investment Committee as needed;
• Provide support to Title IX and Nondiscrimination program, coordinate logistical details, communications, and website maintenance;
• Provide support for the Institutional Equity division, coordinate logistical details and communications with campus and community partners, and website maintenance;
• Provide back up support for the president's & provost's offices, as well as for the VPs' respective staff; coordinate with staff in President's suite and Academic Affairs suite;
• Provide support for college-wide events and participate in the life of the college.

Qualifications

• Minimum education: High school diploma;
• Preferred education: Associate's degree, vocational or technical school degree, Bachelor's degree, or equivalent;
• Minimum three years of professional experience;
• Knowledge of and commitment to equity and inclusion as imperative to a respectful learning and work environment;
• Knowledge of and experience with financial reporting;
• Experience in office management, calendar and meeting management, project and event management;
• Advanced knowledge of Google Apps and Microsoft Office suite is required;
• Experience with document management software preferred but not required;
• Excellent spreadsheet and reporting skills and ability to learn new software systems and applications;
• Demonstrated ability to interact respectfully and effectively in working with external constituents including trustees, students, colleagues, donors, alumni, campus visitors, cross-departmental colleagues, and vendors;
• Ability to create and execute administrative processes and project implementation along with effective prioritization of projects;
• Highly effective interpersonal and written, communication and organizational skills;
• Ability to anticipate needs, function independently, and exercise sound judgment;
• Skilled in listening, anticipating, and responding to the needs of two Vice Presidents to achieve high quality customer service.

Compensation

$28.03-$29.31 Hourly

Union

MAPE

Benefits

• 10% employer contributions to the retirement plan.
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Competitive health, dental, vision, and life & disability insurance.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 90% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.
• These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit our Benefits Page Bargaining units may have slightly different benefits negotiated in their contracts. Please see applicable contracts for more details.

Satisfactory completion of a criminal background check is a condition of employment.

Equal Opportunity Employer

Macalester College does not discriminate on the grounds of sex, gender identity, race, color, national origin, age, religion, creed, disability, marital status, familial status, pregnancy, genetic information, membership or activity in a local human rights commission, veteran status, sexual orientation, status with regard to public assistance, or other categories protected by law.

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism. At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals. Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.