Executive Assistant to the Provost

If you have any questions about the position or our application process, reach out to us at [email protected].

Department

Job Description

Job Summary

The Executive Assistant to the Provost and Dean of Faculty provides critical, high-level administrative and operational support and is an integral member of the team in the Office of the Provost and Dean of the Faculty. Reporting to the Director of Academic Operations and Special Advisor to the Provost, the Executive Assistant will be responsible for providing a wide range of highly-skilled administrative and executive level assistance to the Provost and to her office. This person will anticipate the daily needs of the provost; manage the provost’s calendar, materials and correspondence; take initiative; exercise good judgment; maintain confidentiality; and function as an administrative generalist, and provide project management for select Provostial initiatives. The Executive Assistant serves as a trusted partner in managing the provost's time, and is responsible for organizing the general functions of the Office of the Provost. They manage complex calendars; support meetings and events; arrange travel and itineraries; complete special projects as needed.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Executive Support to the Provost (50%)

• Anticipate and provide for the immediate and long term administrative needs of the provost, including daily briefings

• Provide problem-solving and triage for incoming requests and issues to minimize demands on the provost’s time

• Develop new systems, policies and procedures to improve efficiency and performance

• Manage the provost’s expenses and travel, including booking and itineraries

• Assist with special projects, e.g., conferences, searches, special events

• Assist with drafting remarks and communications for the Provost

• Project manage select provost initiatives, e.g. strategic initiatives as assigned

• Compile information, and prepare materials to support decision-making, as requested

Calendar Management for the Provost (30%)

• Manage an extremely active calendar of appointments and schedule meetings

• Coordinate meeting preparations, e.g., prepare daily briefings, invite and communicate with invitees, set up Zoom meetings and coordinate equipment set up for Zoom, reserve space, order catering, and load presentation materials for Provost meetings and events

• Serve as a “gatekeeper” for the provost’s schedule by triaging incoming requests for the provost's time

• Use good judgment to ensure the provost’s time is scheduled according to agreed-upon priorities and protocols

Calendar Support beyond the Provost (10%)

• Schedule routine meetings at the start of the year for the Associate Provost and Associate Dean of Faculty

• Provide schedule support for select meetings and interviews for the Associate Provost throughout the year

Office Support and Other duties as assigned (10%)

• Monitor voicemail and email, answer phones

• Order routine office supplies, including arranging for equipment maintenance (eg. copier/printer)

• Work with supervisor to review and provide general office management

MINIMUM REQUIRED Qualifications (education, experience, certifications, licenses, knowledge, skills)

Bachelor's Degree and 5 or more years experience

Proficiency in Zoom, Google Workspace, Microsoft Word, Excel and PowerPoint

Skills:

• Superior organizational skills that reflect an ability to work independently and to follow through on assignments

• Excellent attention to detail

• Strong interpersonal skills and the ability to build relationships with collaborators across campus

• Expert level written and verbal communication skills and knowledge of business correspondence etiquette

• Strong decision-making capability and good judgment

• Highly resourceful team player

• Demonstrated ability to initiate and manage multiple tasks under competing deadlines and shifting priorities

• Ability to achieve high performance goals and meet deadlines in a fast-paced environment

• Professionalism and discretion in handling confidential matters

• Forward looking thinker and problem-solver

• Flexibility and poise when responding to unanticipated events

• Eager to learn and implement new technologies and software

Preferred Qualifications

• Experience working at a college or university in a senior executive office.

• Familiarity with higher education governance, communications

• Experience with Google calendar scheduling

Compensation

Position Type

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application.

You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at [email protected].

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.