Executive Assistant

• Schedules meetings and conference calls in a timely manner, ensures participants have appropriate documents in advance, and makes arrangements for catering, technology and other needs.
• Makes travel arrangements for the president.
• Keeps informed of college and president's goals, priorities and strategies.
• Communicates on behalf of the president with internal and external constituencies, often regarding sensitive issues or confidential matters and requiring independent, sound judgment.
• Answers in-coming telephone calls and manages the president's office email account, assessing the priority and urgency of the call/email, taking appropriate action and ensuring prompt responses; proactively works with colleagues to ensure full communication coverage for the office.
• Manages incoming mail, exercising independent judgment to prioritize and assess "need to know" by the president and others.
• Drafts and prepares correspondence for the president.
• Greets and escorts the president's guests in a friendly and professional manner.
• Plans and coordinates presidential entertaining, ranging from small lunches to large holiday parties, and assists with and represents the president's office in planning special college events. Occasionally staffs evening and weekend events.
• Serves as the calendar manager for the president's division.
• Processes the president's expense reports on a timely basis and prepares for an annual audit by a representative of the Board of Trustees.
• Tracks expenditures for the Office of the President and prepares monthly expense reports.
• Serves as a liaison between the college and the president's family.
• Performs routine administrative duties, including but not limited to copying, scanning, filing, and processing of invoices for payment.
• Trains, supervises and mentors student assistants and works closely with the president's office fellow to ensure the smooth functioning of the office.

• Demonstrated ability to maintain strict confidentiality
• Demonstrated ability to use discretion and good judgment
• Demonstrated proficiency for attention to both big picture and details and strong organizational skills
• Self-motivated, able to work independently and prioritize work assignments
• Ability to deal with ambiguity and juggle multiple tasks and last-minute requests
• Ability to collaborate and effectively communicate with team members
• Ability to communicate with others, via telephone, email and in person, in a professional, courteous and helpful manner
• Excellent writing and proofreading skills
• Ability to understand, be diplomatic and tactful, and maintain composure in difficult situations
• Familiarity with higher education from an institutional perspective, a plus
• Proficiency in the Microsoft Office Suite and Google applications, familiarity with Smartsheet, LocalList, Mailchimp, a plus

• A presence appropriate for meeting constituencies seeking the president and demonstrated appropriate behavior in social settings

Agnes Scott College