Executive Assistant to the Provost - Job at Dartmouth College in Hanover, NH

Executive Assistant to the Provost

Hanover, NH

Posted 5 days ago

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Job Description

Position Information

Posting date	05/09/2024
Closing date
Open Until Filled	Yes
Position Number	1012072
Position Title	Executive Assistant to the Provost
Department this Position Reports to	Office of the Provost
Hiring Range Minimum	Please Inquire.
Hiring Range Maximum	Please Inquire.
Union Type	Not a Union Position
SEIU Level	Not an SEIU Position
FLSA Status	Exempt
Employment Category	Regular Full Time
Scheduled Months per Year	12
Scheduled Hours per Week	40
Schedule
Location of Position	Hanover, NH 111 Parkhurst
Remote Work Eligibility?	Onsite only
Is this a term position?	No
If yes, length of term in months.	n/a
Is this a grant funded position?	No
Position Purpose	Reporting to the Provost, the Executive Assistant will plan, provide oversight for, and support key strategic and operational initiatives on behalf of the Provost Office. The key responsibilities of the Executive Assistant include high-level support and office management for the Provost. The Executive Assistant manages projects under the purview of the Provost and Senior Associate Provost. The Executive Assistant works closely with the Senior Associate Provost and office colleagues to continually improve the operation of the Provost's office, filters and summarizes information flowing to and from the Provost, ensures the Provost is responsive to requests and inquiries and is prepared for meetings and events, serves as a liaison between the Provost Office and a wide range of internal and external constituencies at all levels, and tracks the Provost's "whole agenda."
Description
Required Qualifications - Education and Yrs Exp	Bachelors or equivalent combination of education and experience
Required Qualifications - Skills, Knowledge and Abilities	Five years of relevant high-level or executive support experience in a fast-paced and highly demanding environment in a complex organization. Knowledge of scheduling principles and procedures and excellent calendar management skills, including the coordination of complex executive travel and meetings. Strong organizational skills and the ability to set priorities and adhere to deadlines. Experience in planning and executing events and programs, ensuring the smooth operation of all aspects of meetings and events. Ability to anticipate collaborative needs of a diverse organizational structure. Exceptional communications and interpersonal skills. Attention to detail and accuracy. Demonstrated writing and proofreading skills. Demonstrated skill in problem-solving, decision-making, and troubleshooting. High degree of flexibility, integrity, discretion, and tact. Proven ability to maintain confidentiality and to handle highly sensitive information. Strong knowledge of all MS Office and video conferencing applications and extensive mobile technology troubleshooting experience. Ability to obtain and maintain Dartmouth Driver Certification. Availability to work occasional nights and weekends. Commitment to diversity and to serving the needs of a diverse community.
Preferred Qualifications	Bachelor's degree strongly preferred. Experience in Higher Education preferred. Supervisory experience a plus.
Department Contact for Recruitment Inquiries	Mary-Ella ZIetz
Department Contact Phone Number	Mary-Ella.Zietz@dartmouth.edu
Department Contact for Cover Letter and Title	David F. Kotz, Provost
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, conduct review, 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?	Preferred, but not required
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
Quick Link	https://searchjobs.dartmouth.edu/postings/73707

Key Accountabilities

Description	*Direct Support of Executive Leadership* Provides executive support and calendar/office management to the Provost including scheduling and organizing complex activities such as meetings, travel, and expense submission follow-up; tracks relevant deadlines, logistics, documentation, follow-up, and develops solutions as needed for projects; facilitates, attends, and participates in meetings as required; drafts and distributes correspondence on behalf of the Provost; regularly handles confidential or sensitive information and exercises discretion concerning its disposition. Prioritizes and facilitates Provost and interactions with stakeholders.
Percentage Of Time	50%

Description

Direct Support of Executive Leadership

Provides executive support and calendar/office management to the Provost including scheduling and organizing complex activities such as meetings, travel, and expense submission follow-up; tracks relevant deadlines, logistics, documentation, follow-up, and develops solutions as needed for projects; facilitates, attends, and participates in meetings as required; drafts and distributes correspondence on behalf of the Provost; regularly handles confidential or sensitive information and exercises discretion concerning its disposition.
Prioritizes and facilitates Provost and interactions with stakeholders.

Percentage Of Time

50%

Description	*Projects, Information Management, and Communication* Leads special projects and various activities; establishes and maintains activity and program files and data sets to ensure accuracy and accessibility of information; creates timely and accurate reports, extracting data from multiple sources. Coordinates department communications and marketing including work in multiple media, such as drafting brochures and newsletters. Assists with the preparation of presentations, speeches, reports, and summaries of Dartmouth programs and activities to internal and external stakeholders, including to the Board of Trustees. Facilitates the flow of information and communications with the schools and administrative units to ensure effective representation of the Provost's message. Supports the Provost's relationships with external constituencies, including regional and national educational associations. Facilitates planning functions on the Provost's behalf to ensure strong operational excellence, communications, and interdepartmental relationships. Disseminates information regarding the office's areas of purview; works effectively, professionally, and sensitively with a diverse group of external callers and visitors as well as internal contacts at all levels of the institution.
Percentage Of Time	40%

Description

Projects, Information Management, and Communication

Leads special projects and various activities; establishes and maintains activity and program files and data sets to ensure accuracy and accessibility of information; creates timely and accurate reports, extracting data from multiple sources.
Coordinates department communications and marketing including work in multiple media, such as drafting brochures and newsletters.
Assists with the preparation of presentations, speeches, reports, and summaries of Dartmouth programs and activities to internal and external stakeholders, including to the Board of Trustees.
Facilitates the flow of information and communications with the schools and administrative units to ensure effective representation of the Provost's message.
Supports the Provost's relationships with external constituencies, including regional and national educational associations.
Facilitates planning functions on the Provost's behalf to ensure strong operational excellence, communications, and interdepartmental relationships.
Disseminates information regarding the office's areas of purview; works effectively, professionally, and sensitively with a diverse group of external callers and visitors as well as internal contacts at all levels of the institution.

Percentage Of Time

40%

Description	*Provost Office Administration* Works closely with the Senior Associate Provost in providing leadership and development of Provost office staff and to continually improve the operation of the Provost's office.
Percentage Of Time	10%

--	Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. Supports the College's mission to foster inclusiveness and diversity.
--	Performs other duties as assigned.

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, 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 underrepresented groups are encouraged.

Job Summary

Company

Dartmouth College

Start Date

As soon as possible

Employment Term and Type

Regular, Full Time

Required Education

Bachelor's Degree

Required Experience

5+ years