Executive Secretary for the Provost's Office

Hillsdale College; Hillsdale (MI); On-site; USD 40,000 - 60,000; Full time

Job summary

Hillsdale College is seeking an Executive Secretary for the Provost's Office. This role involves essential support for the Provost and Associate Provost, requiring excellent administrative and communication skills. Responsibilities include managing calendars, coordinating events, and providing clerical support. Ideal candidates will have a degree and experience in administrative roles.

Qualifications

• 3 years of administrative experience required.
• Proven ability to prioritize tasks and manage multiple projects.
• Ability to maintain confidentiality.

Responsibilities

• Manage the Provost's and Associate Provost's calendars.
• Coordinate faculty candidate visits.
• Plan and execute college events.

Skills

Organizational Skills

Time Management

Communication

Attention to Detail

Education

Associate’s or Bachelor’s degree

Job description

Executive Secretary for the Provost's Office

Executive Secretary for the Provost's Office

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Position Title: Executive Secretary for the Provost's Office

Posting Number: S156P

Department: Provost's Office

Position Type: Staff

Job Close_Date: 06/23/2025

Job Description: Job Summary

Hillsdale College seeks a highly organized and proactive Executive Secretary to provide essential support to the Provost and Associate Provost in the day-to-day operations of a busy academic office. This multifaceted role requires a detail-oriented individual with excellent communication and administrative skills to ensure the smooth functioning of critical college initiatives.
Essential Job Duties

Perform comprehensive clerical and receptionist duties, including managing phone calls, responding to emails, maintaining organized digital and physical filing systems, and expertly managing the Provost and Associate Provost’s calendars.

Manage financial processes by accurately calculating, organizing, and submitting travel vouchers, check requests, and purchase orders, and completing monthly MasterCard reconciliations.

Plan and execute a variety of events, including faculty and committee meetings, faculty social gatherings, convocations, new faculty orientation, and kick-off events for the new academic year.

Coordinate all aspects of faculty candidate visits to campus, including communicating with candidates, faculty, and administrators to schedule meetings, interviews, presentations, accommodation, and local transportation.

Collect and meticulously track faculty documents for annual assessments, tenure & promotion processes, and office records.

Maintain and update a comprehensive database of faculty information for the Provost, Associate Provost, and Director of Institutional Research.

Required Qualifications: Education & Experience

Associate’s or Bachelor’s degree and 3 years of administrative experience are required.

Other Skills: Other Skills

Exceptional organizational and time management skills with a proven ability to prioritize tasks and manage multiple projects simultaneously.

Strong verbal and written communication skills with a professional and courteous demeanor.

Demonstrated attention to detail and accuracy in all work.

Ability to maintain confidentiality and handle sensitive information with discretion.

Code of Commitment
Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association, and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.


Open Date: 06/02/2025

Close Date: 06/23/2025

Open Until Filled: No


Supplemental Questions:

Required fields are indicated with an asterisk (*).

Documents Needed To Apply (Required Documents & Optional Documents): Required Documents

Resume

Cover Letter

Optional Documents

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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