Paul Smith's College · 2 weeks ago
Executive Assistant to the President
Paul Smiths, NY
Full-time
Onsite
Mid Level
$62K/yr - $70K/yr
4+ years expPaul Smith's College is seeking an Executive Assistant to the President to oversee office operations for the administration of the College. This role involves providing confidential professional administrative support to the College President and Cabinet members, managing communications, and coordinating various administrative tasks.
Higher Education
Responsibilities
Provide oversight to the Office of the President’s administrative operations
Conduct and respond to correspondence via telephone, email, fax, and text
Route and convey messages accurately and with a sense of urgency
Assist the President with creating and distributing communications and memos
Process mail for the President and Cabinet members as directed
Coordinate administrative meetings and events and collaborate with internal and external partners in providing the President with a complete administrative calendar
Prepare and distribute agendas and other materials for administrative meetings
Take minutes at administrative, committee, and board meetings as assigned
Serve as the point person and gatekeeper for the Office of the President, greeting and assisting visitors, including students, faculty, staff, and the public
Create, organize, and maintain confidential files and records
Manage the flow of electronic, paper, and verbal information and communications with proficiency
Disseminate information, explaining policies and procedures, and speaking as directed for the College President in personal and telephone contacts and meetings
Collaborate with Cabinet team members and provide direct administrative support as appropriate
Assist with tracking and reconciling the budget for the Office of the President, process expense reports, and manage purchasing for the office
Provide direct support for the Board of Trustees, including updating Board of Trustee information including By- Laws, Committee Lists and contact information, scheduling of and attendance at all committee and board meetings; disseminating meeting agendas and other documents; ensuring compliance with meeting notice requirements; preparing for events and meetings in collaboration with the Events Coordinator and IT Department, including ordering refreshments and meals, setting up meeting spaces, preparing name card; taking minutes
Other duties as assigned by the President
Safeguard the confidentiality of College administration by exercising discretion in communicating information to faculty, students, staff, and the various public members
Greeting and assisting visitors, including students, faculty, staff, and the public
Receive and screen visitors demonstrating tact and courtesy
Exercise judgment and refer visitors to appropriate College offices and personnel
Serve as a liaison between the President and staff, students, the public, and other College personnel; establish and maintain positive staff and public relations
Communicate information in person, by telephone, or email - where judgment, knowledge and interpretation of policies and regulations are necessary
Serve as a model for positive interdepartmental communication by ensuring clear, tactful, and courteous exchange of information between the President's Office and other administrative departments
Lead and/or participate in cross College related continuous improvement projects
Qualification
Required
High school degree or GED required
4 years of experience in progressively responsible administrative support positions
Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive workplace
Proven ability to handle highly sensitive and confidential information with integrity and professionalism
Excellent communication skills including public speaking: over the phone, in person, and written communications
Ability to effectively communicate with colleagues and the public to professionally represent the principles of PSC
Demonstrated skill at gathering, organizing, distributing, and filing information
Superior organizational skills include managing multiple tasks at once and strong attention to detail
Strong working knowledge of Microsoft Office suite, particularly Word and Excel
Demonstrated proficiency in Zoom and Microsoft Teams
Demonstrated ability to work collaboratively in a team environment
Ability to handle a fast-paced environment and remain productive and calm under pressure
Ability to work occasional weekends or evenings to accommodate College events and deadlines
Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive campus community
Preferred
Associate or bachelor's degree preferred
Demonstrated administrative support experience at an institution of higher learning
A comprehensive understanding of the shared governance structure of a college or university
Company
Paul Smith's College
At Paul Smith’s College, it’s about the experience.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
$1MKey Investors
Northern Border Regional Commission
2024-02-01Grant· $1M
Recent News
2025-07-01
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