Illinois
Chicago, IL-Hybrid Workplace
Posted: 04-Nov-23
Location: Claremont, California,
Type: Full-time
Salary: Open
Internal Number: REQ-6112
Pomona College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination against COVID-19 or request a Pomona College-approved medical or religious exemption on or before their first day of employment.
ABOUT POMONA COLLEGE:
Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.
JOB PURPOSE:
The Executive Assistant to the Chief of Staff (COS) and Secretary to the Board provides confidential administrative support to the COS, President, and to the Board of Trustees. This position requires exceptional attention to detail, multi-tasking capabilities, the ability to organize meetings and special events, and coordinate complex projects within strict timeframes while managing other duties. Work involves a comprehensive knowledge of the College, its policies, procedures and personnel. The Executive Assistant makes frequent minor administrative decisions and exercises excellent judgment and discretion with regards to College matters. This position requires excellent writing and verbal skills for communication with college constituencies, donors, Board of Trustees, executives of external organizations, media outlets and senior leaders of other educational institutions. The Executive Assistant coordinates and communicates with faculty, staff, students, and trustees on the Chief of Staff's behalf.
ESSENTIAL FUNCTIONS:
Reporting directly to the Chief of Staff and Secretary to the Board of Trustees and secondarily to the President, the Executive Assistant to the COS performs the following essential duties and responsibilities:
Manage the COS's calendar and communications with discretion, confidentiality, and knowledge of College business. Serve as back-up to Executive Assistant to the President in managing the President's calendar and communications.
Schedule meetings, interviews, speaking engagements and coordinate conference calls.
Coordinate travel arrangements, including air, hotel accommodations and ground transportation, and prepare detailed itineraries.
Assist the COS in the timely management of all communication, both written and via telephone, e-mail and voice mail with a variety of constituents
Compose letters and statements independently.
Proofread letters, proposals, and reports from other offices which are prepared for the COS/President's review and signature and edit as appropriate.
Monitor President of Pomona College e-mail address
Research correspondent, track inquiry and screen for Presidential review.
Exercise judgment and discretion in receiving all incoming telephone calls and visitors.
Open and read incoming mail.
Handle, on own initiative, correspondence not requiring the personal attention of the President or COS.
Work on and coordinate special projects/assignments for the COS and the Board of Trustees
Create PowerPoint presentations, performs research, coordinate projects, and prepares confidential reports for COS.
As Assistant Secretary to the Board:
Assist in the timely preparation and distribution of materials for the quarterly meetings of the Board of Trustees utilizing online software platform.
Prepare minutes for full Board meeting and select committee meetings.
Maintain Board records, databases, and reports.
Distribute and collect the annual conflict of interest forms and prepare annual report for the Audit & Risk Committee.
Assist the COS and Secretary to the Board with other activities related to Board of Trustees.
Prepare and monitor the President's Discretionary Fund (PDF) budget and accounts controlled by the President's Office
Has signature authority on all accounts in the President's Office.
Advise President on current balances and ways to economize PDF.
Reconcile COS purchasing card and identify business purpose and location.
Identify, prepare and track COS reimbursements and expense reports.
Handles President's Office invoicing, payment processing in WorkDay.
Assist in Budget Planning by providing annual and multi-year reports.
Maintain confidential paper and digital records and files for the Office of the President.
Prepare materials for mailings, creates mail-merge documents, creates lists and generates letters and labels as needed.
Provide staffing assistance to committees originating in the President's Office, as needed.
Responsible for tasks associated with the President's College vehicle; schedule and transports vehicle for repairs and works with Business Office to maintain records.
Assist in planning for President's Office special events, including Commencement and Convocation.
Assist with social functions hosted by the President and her spouse, working with the Executive Assistant to the President.
QUALIFICATIONS:
Education: High School Diploma or GED is required. Bachelor's degree plus related clerical/administrative experience or equivalent combination of education and experience is preferred.
Experience: A minimum of 5 years of clerical/administrative experience at an academic institution with increasingly high levels of responsibility and reporting to executive and administrative levels is required.
REQUIRED KNOWLEDGE AND CRITICAL SKILLS:
The Executive Assistant to President must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or must be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below.
Demonstrate a high degree of professionalism, absolute confidentiality, initiative and independence in supporting the President's Office on a wide variety of complex issues, including deploying professional skills such as clerical and administrative management with knowledge of accounting and budgetary procedures, in collaboration with colleagues to best promote the College's strategic interests.
Demonstrate effectiveness and clarity of verbal and written communication with excellent interpersonal communication and phone manners. Must handle all activities and highly confidential information with patience, discretion, tact, and a keen eye for detail while working with people from a wide variety of backgrounds.
Proficient in operating computers with basic Microsoft Office software (such as Word, Excel, Outlook, Access, and PowerPoint), associated professional software (such as Diligent Boards, Raiser's Edge, prospect research tools, Internet research, menu-driven databases, queries, and report generation). Demonstrate understanding of the use of technology to achieve annual goals and maintain confidentiality.
Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the College in support of the College's strategic vision and the division's annual goals with a high standard of integrity and ethics.
Must understand and communicate the mission and history of the College's liberal arts environment.
Must have exceptional organizational, time management, and analytical skills to complete work with accuracy and attention to detail.
REQUIRED HOURS:
The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday â“ Friday except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours will be required. Travel may be required. Regular hours may vary due to needs of the College or division.
HOURLY RATE:
The hourly rate for this role is between $32.00 and $34.00 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles.
ADA/OSHA:
This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).