Title: Executive Assistant to the President
Reports to: Roberto Díaz, President and CEO
Department: President’s Office
Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant helps the President to manage his roles of performer, educator and administrator, and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President's office. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Manage the day-to-day administrative affairs of the President's office. Schedule all appointments and other commitments. Provide the President with background information and/or supporting documents in preparation for scheduled appointments, meetings, etc.
- Assist the Registrar in scheduling the President’s weekly lessons.
- Provide a bridge for smooth communication between the President's office and internal departments.
- Maintain the President’s relationships with current and former members of the Curtis community as needed.
- Coordinate the President’s performance schedule with his agent.
- Manage all communication, including written correspondence, and maintain the files and records within the department. Direct mail to appropriate internal staff. Draft responses for the President's signature based on knowledge of activities, interests, priorities, issues, etc.
- Administer all matters related to the President’s Council of Deans and the Bok Foundation Board by performing tasks that include, but are not limited to, organizing meetings, recording and distributing minutes (as required), board/committee contact, basic administrative support, research and information assistance, file maintenance, and acting as liaison between the board and Curtis administration.
- Reconcile the President and the Deans’ financial transactions for the Business Office.
- Make Curtis domestic and international travel arrangements for the President; prepare the itinerary, confirm lodging and transportation, and process travel reconciliation.
- Organize Wednesday teas and the annual Curtis holiday party, and assist in organizing graduation.
- Assist with occasional personal appointments, travel plans and paperwork as needed.
- Perform other duties as assigned.
- Excellent administrative writing skills, communication skills, and attention to detail.
- Experience with travel logistics, planning, and meeting management.
- Ability to work in a dynamic environment, managing ever changing and conflicting priorities.
- Ability to handle confidential and sensitive information with tact and diplomacy.
- Experience in taking and transcribing dictation.
- College degree, previous experience in a higher education setting.
- Proficiency with Microsoft Office required.
Working Conditions/Physical Demands:
Routine for office environment.
For best consideration, interested and qualified applicants should electronically submit a resume, two professional references, and salary requirements to: firstname.lastname@example.org by March 31, 2015. Curtis offers a competitive salary, commensurate with experience, and an attractive benefits package. No phone calls, please. EOE.