Assistant to the AVP/Director and Office Manager
Position Summary: The Office of the Alumni Association is seeking qualified candidates for an executive assistant to the Assistant Vice President for Alumni Affairs/ Director of the Office of the Alumni Association. This position provides high - level administrative support to the AVP and the AVP's executive team, manages the daily operations of the Office of the Alumni Association, and serves as a liaison between the office and both internal and external constituencies, including alumni and alumni volunteers.
Primary responsibilities include assuring the smooth interface between the AVP's activities and those of the Alumni Association/Council at large; supporting the AVP's work with key constituents including alumni and specifically serving as a liaison with the Alumni Council's Executive Committee; supporting and helping to manage the AVP's priorities, managing the AVP's calendar, scheduling meetings, and making travel arrangements; aiding in the preparation of presentations and in planning and implementing meetings and events; writing correspondence as needed and securing signatures; and supporting the AVP on special projects. Additionally, the qualified candidate will provide administrative support to the AVP's two person executive team, with specific responsibility for supporting the work of the Committee to Nominate Alumni Trustees overseen by the Director of Alumni Affairs and Communications.
This position will be responsible for supervising the Office Receptionist, who facilitates correspondence, space rental, and other routine office matters. Additional supervising responsibilities include maintaining staffing records for casual hourly employees and overseeing the Office's student worker program. The Assistant to the AVP/Director oversees the general functioning and business operations of the department, including serving as the supervisor of the office budget, Time Collection pay representative, vacation and sick time manager, telephone coordinator, and emergency coordinator.
Duties and Responsibilities
Executive Assistance: Manages the AVP's long-term and daily calendar, constantly managing the coordination of priorities. Plans and coordinates the AVP's domestic and international travel, including managing post-travel needs; oversees the AVP's correspondence and coordinates official correspondence requiring the AVP's signature; and ensures that all correspondence, ranging from informal notes to presentations to the University's Board of Trustees, adheres to the Office of the Alumni Association's standards of excellence.
Internal Communication: This position is a key link in the communication chain and therefore essential to the Office of the Alumni Association's success. In order to help the Office of the Alumni Association and the volunteer body of the Alumni Council maintain focus on ongoing priorities and in order to best serve as liaison between the office and University community colleagues, this position must know how to prioritize individual tasks and requests to meet project deadlines, working closely with other members of the Office of the Alumni Association team leaders and external colleagues.
Essential Qualifications: Alumni Volunteer Support: This position interfaces with University leadership, alumni volunteers, and colleagues and contacts at other universities, and does so with polish, professionalism, and faultless attention to detail. Works with the AVP and the Director of Alumni Affairs and Communications to coordinate and support the work of the Executive Committee of the Alumni Council, the primary alumni governing body, which meets in Princeton three to four times annually. Works throughout the year with the Director of Alumni Affairs and Communications to support the work of the Committee to Nominate Alumni Trustees, handling confidential correspondence. Responsibilities surrounding these volunteer activities include coordinating meeting logistics; formatting and distributing agendas, presentations, and supplemental materials; keeping thorough and accurate records of all proceedings; assuring ongoing, customized communication with each committee member throughout the year.
Office Management: The Assistant to the AVP/Director position is responsible for ensuring that the staff members within the Office of the Alumni Association have the necessary assistance to carry out their administrative duties. This position is also responsible for ensuring that all internal deadlines are met and that the Office is compliant with all internal University guidelines and policies and takes advantage of University-wide processes and resources to achieve operational efficiencies and cost savings. This requires oversight of labor accounting, purchasing/procurement, and financial accounting processes.
Supervision and Coordination: Supervises the Office Receptionist, who facilitates correspondence, space rental, and other routine office matters. Additional supervising responsibilities include maintaining staffing records for casual hourly employees and overseeing the Office's student worker program. General office coordination including Time Collection, vacation management, telephone system and emergency preparedness.
On-Site Event Management: Staffs Alumni Council all-hands events, including Alumni Day, Reunions
annual Executive Committee meetings. Assists when needed in the planning and execution of certain events, especially when these are directly related to the AVP's external relations role.
The Assistant to the AVP/Director and Office Manager for the Office of the Alumni Association must demonstrate the highest level of customer service, welcoming and assisting visitors, adjudicating between competing needs, and answering a wide range of inquiries and requests from University leadership, alumni and other University community members, students, staff, faculty, and external colleagues in higher education. This position thus requires excellent judgment, superb oral and written communications skills, and exceptional sensitivity to the needs of wide-ranging individuals. A high degree of confidentiality is required.
- A minimum of five years of administrative experience, preferably within an institution of higher education or other non-profit organization in an executive setting.
- B.A. required.
- The ability to juggle multiple projects is essential, as are a can-do, problem-solving orientation and exceptional organizational, time-management, and people management skills.
- Excellent writing and communication skills, a pleasant disposition and friendly attitude, and the ability to handle confidential information with the utmost discretion.
- Ability to coordinate oversight of
opportunity/affirmative action employer.