Executive Assistant

Mount Holyoke College; South Hadley (MA); On-site; USD 41,000 - 58,000; Full time

Benefits offered by this job

403(b) Retirement Plan

Medical, dental and vision insurance

Tuition Benefits

Generous Paid Time Off

Commuter/Wellness benefits

Job summary

Mount Holyoke College is seeking an Executive Assistant to join the Office of the President. This in-person role focuses on managing the President’s schedule, front-of-office operations, and event support in a fully on-site environment.

The position requires at least two years of heavy scheduling experience in a fast-paced administrative setting, strong communication skills, and a professional demeanor. Occasional nights/weekends may be required, with a competitive starting wage and

Qualifications

• Hold an Associates Degree and have at least two years’ experience heavy scheduling in a fast-paced administrative environment.
• Have knowledge about and passion for women’s colleges and gender affirming communities.
• Maintain a professional demeanor at all times in a quiet office environment.
• Exercise good judgment and maintain strict confidentiality.
• Exhibit strong written and verbal communication skills.
• Work as part of a team as well as independently on a wide variety of projects.
• Prioritize work duties, and manage time effectively.
• Multi-task and transition quickly between tasks to address specific situations.

Responsibilities

• Manage the President’s schedule with initiative and independent judgment.
• Revise the calendar for frequent changes and respond to meeting requests promptly.
• Ensure briefing materials are complete and reviewed before meetings.
• Coordinate travel arrangements for the President.
• Field telephone calls and welcome visitors to the President's office.
• Maintain a professional and hospitable front-of-office presence.
• Support President-related events, including Convocation and Commencement.
• Provide administrative support to the vice president/secretary and manage office communications.

Skills

Scheduling experience

Confidentiality

Written & verbal communication

Teamwork

Multitasking

Time management

Education

Associates Degree

Tools

Workday

Salesforce

Google Suite

Microsoft Suite

Adobe Acrobat

Job description

Job no:

R-0000003768

Position Title:

Executive Assistant

Faculty or Staff:

Staff

Full Time or Part Time:

Full time

In-Person, Hybrid, or Remote:

In-Person

Minimum Starting Rate of Pay:

$35.72

Rate of pay commensurate with experience

Start Date:

01/04/2027

Job Description:

The Executive Assistant is an important member of the Office of the President’s administrative team. Reporting to the Special Assistant/Operations Manager, the Executive Assistant has primary responsibility for managing the President’s schedule and executing front-of-office operations.

This is a fully in-person position with occasional nights and weekends required.

Essential Duties and Responsibilities:

Management of the President’s Schedule

• Understands the President’s priorities and preferred working rhythm, and uses that understanding to exercise initiative and independent judgment in managing the President’s extremely busy schedule.
• Continually revises the calendar, facilitating the frequent changes required and responding to invitations and meeting requests in a timely manner. Proactively ensures accuracy and completeness of calendar
• Ensures that all relevant information is included in the calendar, and that the calendar is correct.
• Ensures that briefing materials from other offices have been received in advance and reviews them for completeness and accuracy. Solicits tardy materials. For particularly important meetings/events, submits briefing materials to the Special Assistant/Operations Manager for an additional level of review.
• Works with the Special Assistant/Operations Manager to ensure that the President’s role in events organized by other offices is clear and appropriate.

• Books and manages the President’s travel arrangements.

Front-of-Office Operations

• Promotes a positive image of Mount Holyoke College by fielding telephone calls and welcoming visitors to the President's office.
• Maintain a positive, personable and respectful demeanor.
• Responds to inquiries from diverse College constituencies (e.g., students, families, faculty, staff, trustees, alums, donors, public and private officials and community members), listening respectfully to constituent concerns; providing accurate information regarding College policies, decisions, programs, and events; referring inquiries or problems to the appropriate office or person; resolving problems as they are able; and keeping an updated log of critical calls.
• Ensures that visitors to the office are treated hospitably, the visitor’s reception area is well-kept, and that the kitchenette is stocked to accommodate visitor requests.
• Maintains the physical space of the office and follows opening and/or closing procedures.

Event Support

• Handling logistics associated with College programs and events and/or meetings of the board of trustees as directed by the Special Assistant/Operations Manager, including scheduling rooms, making travel arrangements, following up with the College’s events staff, and processing invoices and reimbursements.
• Supporting major College/presidential events, including Convocation and Commencement.
• Assisting with other presidential events, including printing table cards and nametags, sending invitations and tracking RSVPs.

Additional Duties

• Providing administrative support to the vice president/secretary of the College, including scheduling and providing technical support for meetings
• Monitoring the president’s public email account, referring messages that need attention to the special assistant/operations manager and ensuring that any needed follow-up has been completed.
• Receiving non-confidential written correspondence, determining next steps according to established procedures, and tracking the status of a reply as necessary.
• Ordering and restocking office supplies.
• Submitting and tracking Facilities Management work orders.
• Implementing the records management system under the direction of the special assistant/operations manager.
• In partnership with the office of communications, ensuring that the president’s office and board of trustee websites are up to date.
• Maintains Board of Trustees directory information; updates board list-servs, drives, documents, and electronic portal annually or as needed.
• Completing clerical tasks, such as creating contact reports in Salesforce and verifying purchases in Workday.

• Completing other special projects as assigned.
• Other duties as assigned.

Required Qualifications:

• Hold an Associates Degree and have at least two years’ experience heavy scheduling in a fast-paced administrative environment, or a combination of equivalent education/professional experience.
• Have knowledge about and passion for women’s colleges and gender affirming communities.
• Maintain a professional demeanor at all times in a quiet office environment. Exhibit tact and discretion.
• Exercise good judgment and maintain strict confidentiality.
• Exhibit strong written and verbal communication skills.
• Work as part of a team as well as independently on a wide variety of projects.
• Prioritize work duties, and manage time effectively.
• Multi-task and transition quickly between tasks to address specific situations. Stay flexible as plans change. Manage multiple, concurrent tasks while continuing to meet deadlines.
• Work effectively under pressure, and with accuracy and attention to detail.
• Maintain effective, professional, and cooperative working relationships to collaborate successfully with other college departments and offices.

• Uphold the College’s commitment to diversity, equity and inclusion. Interact professionally with a diverse community of trustees, faculty, staff, students and alums.
• Understand clerical office procedures and have skills in operating standard office equipment.
• Understand and apply pertinent College rules, regulations, policies, and procedures in the course of carrying out their role.

Preferred Qualifications:

• Have experience with Workday, Salesforce, Google Suite, Microsoft Suite, and Adobe Acrobat, or similar programs.
• Have previously worked in higher education or another non-profit environment.
• Have experience in executive support and/or hospitality.

Hiring Range:

$35.72 - $40.17 / Hour

What We Offer:

• 403(b) Retirement Plan (College contributes 9% of salary)
• Comprehensive medical, dental and vision insurance
• Flexible Spending Account (FSA)
• Disability and Leave Benefits
• Life Insurance (College paid coverage 1x salary)
• Employee Assistance Program
• Tuition Benefits (to Mount Holyoke College or others)
• Generous Paid Time Off
• Access to Kendall Sports & Dance Complex

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.