Executive Assistant, Office of Institutional Advancement
We are located approximately 20 miles north of Boston and parking is free. We are also accessible by commuter rail on the Newburyport/Rockport line. Come and explore Endicott’s seaside locale where employees are an important part of the bustling campus community!
Please apply today if this opportunity looks like the right fit for you.
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Job Summary
The Executive Assitant will support the Vice President (VP) of Institutional Advancement at Endicott College and, in a more limited way, the Asst. VP of Institutional Advancement, ensuring seamless office operations and providing high-level administrative assistance. The ideal candidate will be proactive, detail-oriented, highly organized, and able to handle confidential matters with discretion while managing various administrative tasks, schedules, and office projects. The Executive Assistant will communicate with internal and external stakeholders. This role combines office management with executive support to enhance the efficiency of the VP and the broader Institutional Advancement (IA) team.
Key Outcomes
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Optimize VP’s Time and Schedule
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Manage the VP’s calendar, scheduling appointments, meetings, and conference calls.
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Coordinate travel arrangements, including flights, accommodations, and ground transportation.
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Prepare and edit reports, presentations, and other correspondence for the VP.
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Office Management and Administrative Support
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Oversee documenting and reviewing IA’s annual operating plan.
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Collaborate with other department’s administrative support staff to ensure smooth office functions.
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Maintain office supplies and assist in managing administrative resources for the team.
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Handle confidential information with professionalism and discretion.
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Provide support to the President's Office as needed.
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Project Management and Event Coordination
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Lead planning and execution of team-building activities, milestone recognitions, and department retreats.
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Support IA events, including fundraising campaigns and alumni relations activities.
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Assist with the organization of department-wide initiatives and employee engagement programs.
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Support VP and Asst. VP with Budget, Expense, and Record Management
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Maintain and track IA budgets, ensuring accurate expense reporting.
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Assist with financial management tasks, including department expense reports and budget tracking.
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Manage confidential records and ensure proper documentation of IA projects and initiatives.
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Support VP and Asst. VP in High-Value Tasks and Special Projects
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Assist in preparing materials for Board of Trustees and advisory board meetings.
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Take meeting minutes for the VP’s meetings, including the Advancement and Campaign Steering Committees.
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Coordinate IA’s onboarding process for new team members, including welcome receptions and introductory meetings.
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Support ad-hoc assignments, such as compiling materials, maintaining records, and helping with special initiatives.
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Core Competencies
Reliability
able to get the job done, available and engaged with the job and the Endicott community
Organization
organizes time and resources well so that work is done efficiently and on time
Communication
Skills
has clear, effective and efficient ways of communicating, both orally and in writing
Adaptability
shows a willingness to adopt new ideas and to do things differently
Follow Through
takes ownership of projects and sees them through fruition
Customer Service
the employee anticipates the needs and responds to queries in a timely, competent, and approachable manner
Discretion
Must be able to manage confidential data
Initiative/Persona l Leadership
identifies opportunities for improvement and actively contributes to solutions
Team Player
shows a willingness to collaborate and share information, knowledge and experience with team members
Knowledge/Skills/Abilities
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Associate's or Bachelor's degree in Business Administration or related field.
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Minimum of 2 years of experience in an administrative support role.
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Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
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Excellent organizational, communication, and interpersonal skills.
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Ability to work independently and manage multiple tasks and priorities.
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Experience working in a higher education or nonprofit environment preferred.
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Strong attention to detail and accuracy.
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Demonstrated ability to maintain confidentiality and handle sensitive information.
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Must be authorized to work in the United States.
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Endicott College is an Equal Opportunity Employer and welcomes applicants from diverse backgrounds.
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Professional appearance and manner
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Affinity with the overall mission of Endicott College
Effective Date of Current Version: January 2024
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What We Do
Founded in 1939, Endicott College is located in Beverly, Massachusetts on 235 acres of oceanfront property. The College offers doctorate, master’s and bachelor degree programs in the professional and liberal arts. Students have come to embrace Endicott’s commitment to experiential learning, which combines theory with hands-on, career-related experience. Today, more than 2,900 traditional undergraduate students pursue degrees on the Beverly campus, and 1,200 students enroll in doctoral, graduate, and accelerated undergraduate in online, hybrid and in-person programs at Endicott College
