Position Purpose

Reporting to the Senior Executive Assistant and Manager of Special Projects (SEA) to the President, the Administrative Associate provides high-level, confidential administrative support to the Office of the President to ensure that the services and functions of the office are carried out in an efficient and professional manner. The Administrative Associate takes the lead in providing front-line communication and customer service for the President’s Office and collaborates with the SEA to the President to manage the President’s calendar.

Description

Required Qualifications - Education and Yrs Exp

Bachelors plus 3-5 years' experience or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities

Preferred Qualifications

• Experience in higher education.

• Experience planning events.

• Experience supporting executives.

Department Contact for Recruitment Inquiries

Jennifer Shepherd

Department Contact Phone Number

(603) 646-9181

Department Contact for Cover Letter and Title

Jennifer Shepherd

Department Contact's Phone Number

Equal Opportunity Employer

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.

Background Check

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Yes

Special Instructions to Applicants

Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy

Additional Instructions

Description

• Partner with the President’s Office team to coordinate the efficient and smooth operation of the office; prioritize workflow and efficiency to maximize use of the President’s time.
• Provide excellent and discreet administrative support to the President, by demonstrating initiative and a commitment to excellence.
• In collaboration with the SEA to the President, create the President’s daily calendar and manage necessary changes.
• In collaboration with the SEA to the President and other offices, prepare an annual calendar for the President, including meetings, events, and receptions hosted by the President on campus and at the President’s residence, as well as meetings, events, and receptions hosted by other administrative and faculty offices.
• Schedule meetings and events, set up conference calls, and book space as needed.
• Acquire and organize information and materials for the President’s meetings, events, reports, travel, and special projects.
• Compile, screen, and prioritize the President’s mail for daily review; manage follow-up.
• Manage car service and other transportation reservations for the President and assist the SEA to the President with other travel arrangements and accommodations as necessary.
• Staff the President at events both on and off campus as requested.
• Provide personal assistance to the President and their family as needed.

Percentage Of Time

55%

Description

• Greet visitors to the office and serve as the “face” of the President’s Office. Answer and redirect calls, take messages, and respond to electronic and in-person inquiries and requests for information as appropriate, providing high-quality customer service in all interactions.
• Respond to email and other correspondence on behalf of the President’s Office and draft responses on complex matters as appropriate.
• Work closely with the Office of Communications and its Director of Digital Engagement to update and maintain the President’s social media platforms. Seek opportunities to leverage messaging and impact.
• Initiate notes, greeting cards, and flowers as appropriate.

Percentage Of Time

20%

Description

• Maintain all hard copy and electronic office files.
• Arrange catering and meals for the President as necessary.
• Maintain correspondence files.
• Manage and oversee booking of President’s meeting spaces on campus and beyond.

Percentage Of Time

15%

Description

• Support the coordination and management of events hosted by the President’s Office, such as the end-of-year celebration for faculty and staff and receptions at the home of the President.
• Organize the President’s annual holiday mailing.
• Provide research for presidential initiatives as requested.
• Staff and support preparation for events or activities on and off campus as needed hosted by the President’s Office or other areas of the College, including occasional evening and weekend events, such as the end-of-year celebration for faculty and staff and receptions at the home of the President.

Percentage Of Time

10%

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Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

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Performs other duties as assigned.