Assistant to the President and Secretary to the Board

ROLE TITLE: Assistant to the President and Secretary to the Board

POSITION REPORTS TO:  President

SUMMARY OF POSITION

The position of Assistant to the President provides high level, executive support to the President of Allegheny College and the Board of Trustees. Conserves President’s time and promotes Allegheny’s image by representing the President internally and externally, providing as the liaison between the President, Board of Trustees, and employees. The Assistant to the President relieves the President of operational and administrative details and performs diverse, highly responsible, complex, and non-supervised administrative and office management functions that require recurring contact with various levels of administrators, executive leaders, employees and public and private officials.

As the Assistant to the President, you will:

  • Serve as liaison between the President and Board of Trustee members, other educational administrators, staff, students, representatives of educational and community agencies and the general public.
  • Coordinate and oversee executive functions and evaluates the flow of work, assuring work is performed in a timely and accurate manner.
  • Screen office visits and telephone calls, responds to sensitive questions, complaints, and requests for information from administrative, management, academic, staff and the general public while exercising independent judgment and discretion in disseminating information.
  • Manage the calendar of the President, including: scheduling appointments and meetings, review calendar of events on a regular basis to assure effective coordination of office activities, and develop schedules related to events, activities, and services in coordination with other campus offices, as appropriate.
  • Compose correspondences independently. Prepares preliminary responses to general inquiries of a sensitive nature for approval. Formats, proofreads, and distributes correspondence according to established procedures, policies, and standards.
  • Function as designated Secretary to the Board of Trustees, including the following functions:
    • Provide oversight of BoardEffect portal, including coordination and distribution of Board materials and managing user access and training.
    • Maintain, using College protocols and policies, signed copies of minutes from the full Board of Trustees meetings, Executive Committee meetings, and all resolutions.
  • Manage donor correspondence in partnership with the Office of Institutional Advancement.
  • Monitor and manage the President Office budget including tracking budget lines and preparing expense reports.
  • Assist in meeting reporting requirements, functional responsibilities, and research objectives, and provides complex and responsible executive level support and confidential assistance. Ensure the President has all necessary materials in advance of meetings (Board of Trustees, Faculty Council, Faculty meetings, etc.).
  • Coordinate and arrange a variety of meetings and events for the President and Board of Trustees (including regular Board of Trustee and Executive Committee meetings) and as well as activities with other divisions and departments as required. Make travel arrangements as required.
  • Build and maintain effective working relationships with all College constituencies, including College alumni, donors, faculty, staff and community members.
  • Provide back-up telephone support to the Provost and Dean of the College as needed.
  • Perform other duties as assigned.

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SKILLS AND KNOWLEDGE

  • Minimum of 3-4 years of relevant professional experience, preferably in higher education.
  • Associate Degree preferred, Bachelor’s Degree strongly preferred, but will consider years of experience with demonstrated success as an Executive Assistant in lieu of a degree.
  • Proven and exceptional interpersonal communication, writing and editing skills; exceptional attention to detail.
  • Ability to think critically and strategically while handling multiple tasks simultaneously and independently.
  • Proficient computer skills, including with Microsoft Office Suite, Google Suite, and database information systems.
  • A high degree of confidentiality, professionalism, and discretion are essential as are flexibility, resilience, and positive attitude.

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THE HIRING PROCESS

Please submit a cover letter, resume, and provide contact information for three references to the Office of Human Resources, Allegheny College, 520 N. Main Street, Meadville, PA  16335 or by e-mail to employment@allegheny.edu.  Review of applications will begin immediately and will continue until the position is filled.  An offer of employment is contingent upon the successful completion of a background check.

ALLEGHENY COLLEGE

Allegheny College, founded in 1815, is one of the nation’s oldest and most innovative four-year colleges where multidisciplinary learning breaks the conventional mold. It is one of the few colleges in the United States with a unique requirement to choose both a major and minor for graduation, to provide students with a cross-disciplinary path in the sciences and humanities for educational depth and intellectual growth. Located in Meadville, Pennsylvania, Allegheny College is one of 44 colleges featured in Loren Pope’s “Colleges That Change Lives.” In its 2022 rankings, U.S. News & World Report recognized Allegheny College as one of the country’s top 100 national liberal arts colleges — and one of the top 25 best for undergraduate teaching.

Allegheny’s undergraduate residential education prepares students for successful, meaningful lives by promoting students’ intellectual, moral, and social development and encouraging personal and civic responsibility. Allegheny’s faculty and staff combine high academic standards and a commitment to the exchange of knowledge with a supportive approach to learning. Graduates are equipped to think critically and creatively, write clearly, speak persuasively, and meet challenges in a diverse, interconnected world. Allegheny College is deeply committed to creating an inclusive community that actively challenges racism, sexism, heterosexism, religious bigotry, and other forms of bias (see Allegheny College Statement of Community).

Allegheny College is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. The College does not discriminate, and will not tolerate discrimination on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, creed, national/ethnic origin, ancestry, veterans, handicap or disability as those terms are defined under applicable law, or members of other underrepresented groups.

Visit the Allegheny College Web Site at www.allegheny.edu

posted 01/22/2024