Executive Assistant, Vice President of Student Affairs - Macalester College

The Executive Assistant provides direct administrative support for the Vice President of Student Affairs with excellent organizational and prioritization skills. The right candidate must have the ability to perform multiple and diverse tasks with minimal supervision and the ability to communicate professionally, tactfully, and effectively with a wide range of individuals: trustees, faculty, staff, students, parents and the public. This Executive Assistant must be self- motivated with the ability to plan ahead, and be able to maintain a high degree of confidentiality. Works effectively under pressure with frequent interruptions and changes in schedule. Provides office management for a suite of 12 professional staff members, many student workers, and many student groups.Additionally this Executive Assistant supports the Associate Vice President of Student Affairs with calendar management. 

This is an on-site, full-time position with daily hours of 8:00 am to 4:30pm, Monday through Friday each week. 

About The Division: 

Mission

We are educators who foster the holistic development of students on their journey of self-awareness, leadership, health and wellness, and service in the world. 

Values

Equity and Inclusion. We strive to create inclusive communities in which students can learn and grow. We respect the dynamic traditions and identities of all community members and seek to create a sense of belonging on our campus. 

Well-being. We promote and encourage well-being of the whole student through the development of body, mind, and spirit and create an empowered, resilient, and thriving community.

Integrative Learning Experiences. We recognize that students learn in connected, integrated ways. We help students create meaning and synthesize learning by illuminating the intersections among experiences in and out of the classroom and for life beyond Macalester.

Collaborative Partnerships. We forge intentional partnerships to deepen student learning and engagement within and beyond the campus community.

• Provides direct support to the Vice President of Student Affairs. This work includes management and coordination of calendars, event and travel logistics, and walk-up guests. Additional administrative functions include but are not limited to: organizing and maintaining files; coordinating office and hospitality supplies; drafting and proofing correspondence. This also includes needs of the Division that the Vice President leads, including systems and permissions, communications maintenance (divisional email account, website, social media, and calendar), HR and budget forms, and other areas of responsibility.
• Schedules individual and committee meetings and events for the Vice President and Associate Vice President, including identifying and confirming appropriate meeting locations and hybrid needs and functionality. Prepares meeting materials, meeting space needs, and arranges catering as needed.
• Assists the Vice President with prepping, organizing and proofing documents, including Trustee materials.
• Primary responsibility for minute taking at one Board of Trustee subcommittee meetings three times each year.
• Participating as needed in duties shared by other administrative support staff in the office suite. Supports direct reports of the Vice President on an as needed basis when priorities arise and available time allows.
• Reconcile Purchasing Cards for Vice President and Associate Vice President, research budget expenditure anomalies and run budget and/or expenditure reports on an as needed basis.

• High School Diploma Required. Associate’s or Bachelor’s Degree preferred. 
• 1-3 years of administrative support experience and demonstrated experience of being progressively responsible for administrative support of upper levels of management/executive leadership. 
• Effective and professional communication skills, ability to prioritize, organization skills, ability to work independently, and previous experience with budget management, creation of presentations, and social media management. 
• Strong attention to detail in all areas of work including presentation review, correspondence, electronic publications, proofreading, scheduling, events, and data management.
• Maintain confidentiality as it relates to salary and personnel information and treat this knowledge appropriately and with professionalism. Ability to create or execute administrative processes and project implementation.
• Advanced knowledge of Google Apps, Microsoft Office, including Word, Excel, and PowerPoint is required. Experience with document management software preferred but not required. A willingness and ability to learn Macalester’s specific software applications is necessary.
• Experience in office management, calendar and meeting management, highly effective interpersonal and written, communication and organizational skills; ability to anticipate needs and function independently
• Skilled in listening, anticipating, and responding to the needs of a Vice President to achieve high quality customer service. Excellent interpersonal and communication skills including a high level of professionalism, the ability to exercise sound judgment and maintain a pleasant demeanor.
• Demonstrated ability to interact professionally and effectively in working with external constituents including trustees, students, donors, alumni, campus visitors, cross-departmental colleagues, and vendors.

Compensation:

The hourly wage for this position will be $27.00-$28.50, depending on experience.

Benefits:

At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan. 
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 100% 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.

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

Application Guidelines:

For best consideration, please submit your cover letter and resume through theMacalester Employment Opportunities webpage by June 24th.  No resumes will be accepted after this date and the interview process will start after this date. 

Jaclyn Howard

Talent Acquisition Manager 

jhoward3@Macalester.edu

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.