Executive Assistant to the President and VPAA

The President's office at Whittier College is seeking an Executive Assistant. Advances the strategic goals for the College by supporting the President and Vice President of Academic Affairs (VPAA) and managing the effective operation of the Executive Suite. Duties and responsibilities are varied and confidential in nature. Must be knowledgeable about the organization, policies and procedures, trustee and faculty relations and able to establish and maintain good relationships with all constituencies of the College. Serves as the president's primary staff liaison to the Board of Trustees. Hours: Monday-Friday Exempt Status: Exempt Full Time/Part Time status: Full Time Salary Range: $95,000-$110,000 annually; Salary will commensurate with experience, skills, and knowledge. Reports to: President and Vice President for Academic Affairs Location/Department: Whittier College / Presidents Office Position Duties and Responsibilities Essential Functions of the Job Accomplish a wide variety of administrative tasks requiring a high degree of independent judgement, critical thinking, initiative, tact, and discretion. Interact effectively with all levels of the institution (Board of Trustees, faculty, staff, students, donors, alumni, and the public). Develop and implement processes and procedures to ensure the efficient use of time and resources. Manage office budgets and personnel for the President and the VPAA. Provide a full range of administrative support to the President and VPAA including, but not limited to, office communications, presentation preparation, problem-solving, research, and scheduling. Manage incoming communications by delegating to the proper executive or administrator or draft responses where appropriate. Staff the President's Leadership Team and Cabinet by organizing regular meetings and retreats, including researching and drafting agendas and materials; conducting active follow-up on issues and agendas, facilitating collaboration. Develop clear and effective responses for campus leadership to pertinent issues and handle complaints; provide support to senior executive and other personnel searches, as needed. Oversee and coordinate events (e.g., trustee meetings, special faculty and student recognition events) as needed and directed. Oversee communications and mailings from the President's Office and VPAA's Office. Manage logistics related to Board meetings and events; coordinate communication to trustees including regular updates and materials in advance of each meeting; attend Board meetings and draft and maintain records of Board proceedings; create and administer Board orientation and service recognition activities. Oversee all aspects of events including honorary degree presentations, programs at the President's residence, and Academic Affairs programs and recognitions. Research, review, and proof President's correspondence as needed and requested. Coordinate and protect the best use of the President's and VPAA's time by managing the calendar and various travel schedules. Arrange travel and prepare expense reports. With support from Administrative Coordinator: Monitor monthly budget reports for adherence to estimated levels; seek out explanations for significant variances; refer questionable items to appropriate supervisor and/or delegate further investigation to Administrative Coordinator. Monitor faculty expenses related to specific accounts. Assist in budget preparation by gathering historical data for department(s) assigned, such as information on materials, equipment, salaries, fringe, and office supplies. Track and monitor assigned budget expenditures and report of variances. Attend meetings as assigned; take minutes/notes (committee assignments and Board of Trustee assignments); draft initiatives discussed and circulate for revisions and approval. Distribute minutes; maintain accurate files for all committee assignments. Coordinate meetings by notifying participants of meeting dates and places; prepare agendas; assemble and distribute agenda materials; coordinate meeting rooms, furniture placement and refreshments as needed. Participate in department planning and implementation processes, as assigned. May include budget, contingency, disaster, growth, policy, program/project, space, staff, and/or strategic planning. Support preparation, development, and production of major documents, such as proposals, manuscripts, and accreditation reviews. Coordinate efforts or contribution of multiple staff and/or faculty. Support planning for major college events, including Honors Convocation and Commencement; and Academic Affairs divisional programs or events. Assist the VPAA or Dean of Faculty with faculty contracts, supervising Administrative Coordinator's role as needed. Assist the VPAA or Dean of Faculty (supporting Administrative Coordinator) with faculty searches and recruitment i.e. posting ads via HR, interview scheduling, candidate travel and expenditures, onboarding. Assist with background checks for all incoming faculty and adjuncts. Non-essential Functions of the Job None identified at this time. Position Specifications and Requirements Previous Experience: Minimum five years' relevant full-time professional experience with preference to direct experience in higher education. Experience to include office management; work distribution; budget development/monitoring; taking/transcribing of minutes; maintenance of confidential information; and composition of reports and correspondence. Knowledge and Education: Bachelor's Degree required. Knowledge of office procedures. Excellent skills in oral and written communications, organization, and with a diverse population. Ability to manage multiple priorities and projects, attention to detail, and able to work independently. Application Deadline Until the position is filled. The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA 90608. AA/EOE.