Kenyon College is conducting a search for a qualified candidate to fill the position of Executive Assistant to the Vice President for Advancement and Coordinator of Special Projects. Reporting to the Vice President and serving as a key member of the Advancement Division leadership team, the Executive Assistant provides essential support for the VP that requires diplomacy, discretion, careful planning and coordination.
Essential Functions
- Manage outreach to principal donors and trustees on behalf of the Vice President and President.
- Independently handle all travel arrangements, including hotel, airline, train and rental car for the VP and AVP travel; create all itineraries necessary for the Vice President.
- Support the Third Century Founders Trustee Leadership Team and eventual Campaign Committee in collaboration with the VP to create meeting agendas, schedule meetings and record meeting minutes.
- Support one of three strategic committees of the Board of Trustees, working with the VP to prepare agendas, coordinate speakers and presentations, and provide meeting notes for the Kenyon in the World committee.
- Serve as a key member of the Leadership Team, creating agendas, coordinating schedules and raising topics of importance.
- Develop and monitor the Advancement budget, track trends and alert the VP, AVP and/or director as appropriate. Ensure expenses are assigned to the proper budget and handle P-card reconciliations.
- Lead the on-boarding plans for new staff, working closely with the hiring manager and the ACTT committee, to maintain robust on-boarding protocols and update the plan as needed.
- Provide leadership to the division, working with ACTT to plan division-wide retreats, on-going professional development opportunities and biweekly coffee & kudos meetings.
- Monitor overall building maintenance and work with colleagues across campus to address concerns in a timely manner.
- Develop search plans and coordinate searches for any hires reporting to the VP, including vetting candidates, crafting schedules, arranging campus visits and travel, communicating with candidates and coordinating with HR.
- Regularly review division-wide policies and procedures for compliance and updates.
- Compose and electronically file contact reports on conversations with donors and prospective donors.
- Manage the appointment calendar for the VP and AVP for Advancement, frequently scheduling in-person and virtual meetings, conference calls, lunch or dinner appointments.
- Manage division-wide memberships, such the Council for Advancement and Support of Education (CASE) and the Association of Fundraising Professionals (AFP).
Knowledge, Skills, Abilities & Success Factors
- Proficiency with Microsoft Office and Google programs; strong emphasis with abilities in Google mail and Google calendar; proficiency navigating Slate database.
- Must be able to work independently with minimal supervision and maintain a high level of confidentiality and discretion, especially when working directly with principal donors.
- Strong verbal and written communication skills, flexibility when assigned to support several individuals with varying schedules and personal preferences.
- Ability to juggle multiple tasks, pay attention to many details and excellent proofreading skills.
- Caring mentor to new staff, sharing knowledge of the College and the Division freely to ensure all are empowered for maximum success.
Working Conditions
Work is done in an office environment, with occasional excursions to other offices on campus, all easily within walking distance of the “home” office. Must be able to lift 25 lbs. (boxes of envelopes and/or brochures.)
Minimum Qualifications
- Five years experience as an Administrative Assistant.
- Strong computer skills
- Team player
- Ability to work independently
- Essential to maintain a high level of confidentiality.
- Event planning experience is preferable.
- A two-year college degree is preferred, ideally with secretarial or business training.
Kenyon College is a nationally prominent, private liberal arts college where academic excellence goes hand in hand with a strong sense of community and close relationships among students and professors.
Compensation and Benefits
Salaries at Kenyon are competitive and commensurate with experience. In addition to an attractive salary, Kenyon offers benefits for employees and their family members. Children of employees are eligible for 100% tuition waivers at Kenyon, and through the Great Lakes Colleges Association, children of employees are eligible for 90% tuition waivers at nineteen other of the nation's finest liberal arts colleges.
We also offer health, dental and vision insurance, TIAA retirement, and many other benefits, including provisions for a spouse, families, and domestic partners. Details about benefits as well as conditions of employment are described more fully in our Staff Handbook.
Kenyon is a unique place to live and work. To discover why it should be your next home, click here.
Kenyon College is an equal opportunity employer and applications from members of all underrepresented groups are encouraged. It is the College's policy to evaluate qualified applicants without regard to race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, religion, medical condition, veteran status, marital status, or any other characteristic protected by institutional policy or state, local, or federal law. Kenyon College has a strong commitment to supporting diversity, equity and inclusion. Please visit our Diversity at Kenyon website.