Executive Assistant, Senior Leadership - Manhattan College

Executive Assistant, Senior Leadership

Position Reports To: Executive Vice President of Business Operations, Vice President of Student Life and Vice President of Mission

Unit: Business Operations

The Executive Assistant represents the Vice Presidents to various internal and external constituencies, including Student Life personnel, the College's executive leadership, the Board of Trustees, parents, and students. The Executive Assistant is under the general direction of the Vice President for Business Operations and provides high-level support in various administrative and managerial responsibilities to the Vice President of Student Life and Vice President of Mission. The Executive Assistant directs key administrative operations , focusing on leading and managing special projects for the divisions, maintaining confidential information and communications, coordinating schedules, and managing financial and budgetary processes for the Vice President's Office.

• Provide high-level, high-touch, and confidential administrative support to the Vice President for Student Life -- including, but not limited to: managing, prioritizing, and addressing inquiries to the Vice President from internal/external constituencies; leveraging the Student Life team by deploying internal/external inquires to the appropriate team member; schedules and arranges the Vice President's professional travel; assists with the recruitment process for key positions within the Vice President's purview; makes evaluation of the demands for attention of the Vice President in order to conserve the supervisor’s time; assist the Vice President with the management of email and social media messages; scheduling appointments and meetings, and managing Vice President's Office and Division-wide calendars.

• Provides effective liaison between the Vice President and other Executive Offices and departments of the College, especially the units within the Division of Student Life - manages email groups and communications with both Student Life directors and the entire Division; schedules Student Life directors' meetings and manages the agenda and minutes for the meeting; assist the Vice President in preparation for a variety of meetings and presentations, including to the College Senate, Executive Cabinet, and various Committees; and schedules and makes facility arrangements for events and programs out of the Vice President for Student Life office.

• Maintains all communications with appropriate committees of the Board of Trustees - coordinates correspondence to the committee and provides meeting dates and takes accurate minutes; manages all correspondence through the Board portal; coordinates/prepare presentations by Student Life personnel to the board committee; and assists the Vice President with presentations on topics before the full Board.

• Directly manages the operating budget of the Vice Presidents- serves as the signature authority for these accounts, ensuring all invoices and charges are assigned to the appropriate accounts and coordinates requisitions and management of the Vice President's capital budget.

• Assists the Vice Presidents in preparation for the annual budget process, such as ensuring Student Life directors submit budget requests on time and compiles budget information for the Vice President in advance of budget meetings.

• Maintains a welcoming and professional office environment - operates various office equipment and is proficient with the Colleges EYP-the Banner system; coordinates office coverage at all times and during all College standard business hours; and hires and trains college work-study students. Ensures student personnel reflects the appropriate professional etiquette for a Vice President's office.

• Lead the coordination of division events and meetings. Plan for logistics, catering, marketing, technical functions, and other aspects of division events and support the Vice President and senior division leadership with hosting and event planning responsibilities.

• Maintain office supply inventory and office equipment. Order supplies and request service for office equipment and telephones when needed.

• Maintain proficiency in the use of software/technology systems and applications. Participate in ongoing training to maintain competency in new technologies.

Education:

Required:

• HS Diploma or GED
• Vocational or Technical Training

Preferred:

• Associate’s Degree, vocational or technical school degree
• Bachelor’s Degree

An associate degree plus 7-10 years of experience in a higher ed. admin setting may substitute for Bachelor's degree.

Work Experience: Minimum of 5 Years

Salary Range: $63,000 - $68,000

Manhattan College is an independent Catholic coeducational institution in the Lasallian tradition. We expect our faculty, administration, and staff to be knowledgeable about our mission and to make a positive contribution to the mission. Applicants from historically under-represented segments of the population are encouraged to apply, as well as those attracted to a college with a Catholic identity. We are committed to a diverse campus community. AA/EO Employer M/F/D/V