The Executive Assistant to the Vice President (Executive Assistant) is responsible for providing a broad range of high-level, day-to-day administrative support to the Vice President for Advancement (VP) and general operational management for the Office of College Advancement (OCA). Reporting directly to the VP, the Executive Assistant must quickly gain a solid understanding of and appreciation for the overall work of the OCA and, specifically, the work of the VP.
The Executive Assistant must be someone who is highly organized, proactive, dynamic, professional, and goal-oriented, and who has very strong written and verbal communications skills coupled with a keen sense of courtesy, tact, and discretion. The Executive Assistant must have the work ethic, integrity and temperament to professionally manage his/her work and interactions in a high-energy, diverse, and highly-visible organization. Because he/she will interact with a broad array of constituencies that include trustees, the President’s Cabinet, alumni, alumni board members, students, faculty, staff and high-level donors to the College, the Executive Assistant is expected to be able to work with limited supervision and act as a leader within the Advancement Office, exercising sound judgment and discretion.
Paramount to the work of the Executive Assistant—as a leader, colleague, and representative of Advancement and as a member of the broader HMC community—is the appreciation for and commitment to a clearly articulated set of core departmental values that were established in 2011 by all members of the Advancement Office, and which align closely with the HMC Student Honor Code. Specifically, the Advancement Office core values include a commitment to act—personally and professionally—in a manner that demonstrates Integrity, Compassion, Accountability, Respect, and Excellence (ICARE).
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
SUMMARY OF DUTIES AND RESPONSIBILITIES
Promote an open and friendly environment that supports positive interactions, effective communication, efficient workflow, and successful outcomes, while providing support to all Advancement subunits as a direct representative of the VP.
Maintain a strong understanding of the various functions and activities of the Advancement Office and any projects related to the VP in order to increase the VP’s efficiency and effectiveness, tracking critical projects and commitments to ensure continued progress, consistent follow through and timely completion.
Strategically manage the VP’s calendar to ensure that all necessary meetings are scheduled with an eye toward how they relate to key initiatives, that the necessary steps can be taken to meet deadlines, and that sufficient time is allocated to complete projects on time and prepare effectively for upcoming meetings, events, or travel.
Coordinate, schedule, and participate in all necessary meetings and ensure agendas, minutes, and support documents are prepared.
Manage the VP’s major gift donor portfolio to ensure that priority relationships are being developed, maintained and enhanced.
Coordinate travel arrangement for the VP strategically and effectively, ensuring that the VP maintains an ongoing schedule of local, regional, and national visits with various constituents (e.g. donors, perspective donors, trustees, past trustees, alumni, and parents, and that relationships are being managed effectively, that ongoing communications and meetings are occurring and that all necessary follow up is completed on time.
Respond to and interact with constituents in person, writing (including electronic communication) and by phone to answer or re-direct questions, provide information, and facilitate important and time-critical communication to and from the VP.
Compose, edit, and proofread documents that may vary in scope and complexity (e.g. donor correspondence, acknowledgment letters, white papers, proposals, policies, etc.), and assist in preparing and editing presentations (primarily in MS PowerPoint).
Oversee the preparation of materials related to Board of Trustees’ Committee meetings—primarily Advancement Committee—including agendas, presentations, minutes, reports, and other required follow up items.
Assist the VP with managing and coordinating ongoing communications (including planning, updates, and announcements) from the VP’s Office to the Advancement Team, the President’s Cabinet, the Campus Community, the Board of Trustees and Trustee Committees (specifically the Advancement Committee) and others.
Independently and collaboratively work on and coordinate various projects and process improvement initiatives; analyze current practices and procedures; conduct research; recommend changes or new approaches; prepare a variety of documents related to projects such as reports, policies, analyses, flow charts, and spreadsheets.
Provide administrative support for the weekly OCA Leadership Team meetings including scheduling, agenda preparation, minutes, etc.
Manage the bi-monthly OCA All Staff Meetings including scheduling, preparing discussion items and presentations, coordinating with guest speakers, etc.
In the VP’s absence, ensure that requests for action or information are handled directly, relayed to appropriate staff member(s) or departments, or communicated to the VP directly.
Act as a backup for managing departmental purchase cards and handling administrative functions related to the VP’s office, including expense reports, purchase card transactions, check requests, etc.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Positive attitude and strong work ethic, possessing a high degree of personal integrity.
Demonstrated strong organizational, project management, time management, and multi-tasking skills, with the ability to meet deadlines in a busy, high-paced environment, while always exercising a high degree of independent judgment, tact and discretion.
Possesses strong interpersonal skills that include courtesy, patience, diplomacy, the ability to adapt communication style to a constituent, and the ability to remain calm and poised in challenging and difficult situations.
Ability to work collaboratively, creatively, and selflessly as a member of a senior leadership team to contribute to the success of individual projects and the overall success of the division.
Strong strategic, analytic, problem solving, critical thinking and research skills, with a proven ability to overcome obstacles, find creative solutions, and make thoughtful decisions.
Ability to learn quickly and adapt to the climate and culture of the campus, while also developing a thorough knowledge of procedures, policies, and processes.
Ability to work with a broad and diverse campus community, preferably in an academic setting that includes administrators, faculty, students and staff.
Ability to work directly with an external consumer-based constituency, preferably in a higher education or nonprofit setting that includes alumni, donors, board members and volunteers.
Demonstrated ability to communicate clearly and concisely, orally and in writing, with a strong knowledge of proper formats, grammar and punctuation, as well as the ability to edit, proofread and ensure a high degree of quality control.
Intermediate to advanced proficiency and skills in a variety of computer programs including Word, Excel and PowerPoint.
Demonstrated ability to compose/draft original written correspondence and documents such as policy documents, reports, memos, agendas and letters.
Knowledge of office management methods, procedures and techniques that includes financial recordkeeping, budgeting and purchasing procedures.
REQUIRED QUALIFICATION AND EXPERIENCE
Education: Bachelor’s degree
Experience: Three to five years of increasingly responsible executive-level administrative experience, preferably in a higher education or nonprofit institute that includes managing a variety of assignments in varying degrees of complexity with efficiency and thoroughness. Experience should include providing direct support to a mid-to-upper level manager of an organization or business unit within an organization. Experience in a fundraising environment is a plus.
Licenses/Certificates: Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
Hours: The regular office hours of this position are 8:00 a.m. to 5:00 p.m. Hours may vary due to the needs of the College or department and occasional evening and weekend hours may be required.
Classification & Status: This is a full-time, 12-months per year, benefits-eligible, exempt position.
Reports to: Vice President of Advancement.
Employment Category: Regular, full-time
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19 and provide proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
This job description defines the essential or fundamental job duties of the employment position. It is assumed that the employee hired for this position can perform the essential functions of the position without imposing risk of substantial harm to the health and safety of the employee or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.