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Carleton College · 5 hours ago

Administrative Assistant in the Office of the President

Northfield, MN

Full-time

Onsite

Mid Level

$28.15/hr - $29.10/hr

3+ years exp

Carleton College is a private liberal arts institution located in Northfield, Minnesota, and they are seeking an Administrative Assistant in the Office of the President. This role is responsible for managing communications, scheduling, and documentation to support the President's office and ensure smooth operations.

Higher Education

Growth Opportunities

Responsibilities

Manage the flow of work in and out of the president’s office including mail, email and phone calls, determining appropriate mechanisms for response and ensuring that the President is made aware of pressing items. Provide the first line of response for incoming calls and coordinating tasks that emerge. Responsible for providing warm, hospitable, and professional atmosphere for the public and Carleton constituents coming to the President's Office

Provide executive level support for special ad hoc initiatives as requested (e.g., executive level searches, new committee support, events support, special guest planning and arrangements). Work with internal and external teams to schedule meetings, secure venues, arrange audio/visual equipment, and order catering

Manage and prioritize the President’s calendar and schedule on-campus and off-campus appointments and meetings on the President’s behalf. Track and anticipate events, work time, time off, workload accommodations, and travel time, and coordination with the President and office staff to ensure that all scheduling needs are met

Coordinate all travel logistics for the President. Prepare detailed travel itineraries, and collaborate with the Development team and other campus partners to ensure appropriate background materials are compiled and communicated in a timely manner

Track and manage office operating budgets and assist with annual budget reviews. Periodically update the President and office colleagues about the status of budget lines under the President’s purview. Reconcile Visa statements and correlating personal and out-of-pocket expenses

Daily preparation of materials for the President’s meetings and tasks

Coordinate document management for the office--in On-Base, Dropbox/Google Drive (Electronic Files) as well as paper office files. Manage the filing system (assess and ensure efficiency of process, filing, retrieval, data sharing, document protection, confidentiality, etc.). Maintain list contacts

Serve as Secretary to College Council, taking and posting minutes and coordinating communications with Council members

Order office supplies, equipment and other purchases for the office. Assess and track technology needs for the office

This position may supervise and give work direction to student workers assigned to the office

Qualification

Microsoft SuiteOrganizational skillsTime managementDocument managementInterpersonal communicationProfessionalismAdaptabilitySelf-motivatedCalm under pressure

Required

3-5 years of directly related experience, including Clerical or Administrative Assistant training

A two-year college degree or specialized course of study

Excellent individual and group interpersonal communication skills. Ability to communicate diplomatically, clearly and effectively both in writing and verbally

Proficiency with Microsoft suite, presentation design, mail merge functions, and basic webpage management. Comfort with learning new programs and processes

Strong organizational skills and detail-oriented

Excellent time management skills with the ability to prioritize and juggle multiple responsibilities

Ability to remain calm under pressure

Gracious, hospitable, and professional

Self-motivated and able to work independently and confidently

Ability to adapt to changing work environments

Preferred

Experience working in a higher education environment

Four-year college degree

Benefits

A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution.

Medical, dental, vision, life and disability insurance.

Paid time-off, including 15 vacation days, 8 paid holidays, 3, floating holidays, 2 weather days, and extra days at the end of the calendar year to make a continuous week off before New Year’s.

Employee Assistance Program (EAP) for all employees.

A dependent tuition program after six years of service.