Executive Assistant - The University System of New Hampshire : Job Details

Keene State College (KSC) invites applications for an Executive Assistant to provide senior-level administrative support to the President, Vice President for Finance & Administration, Vice President for Enrollment and Student Engagement, Associate Vice President for Community and Belonging, Chief of Staff, and Director of Strategic Project Management. This is full-time, year-round, benefited position. Duties and responsibilities include:

Comprehensive and Complex Administrative Support - 50%

• Provide comprehensive administrative support and complex calendar management for the President; Vice President for Finance and Administration; Vice President for Enrollment and Student Engagement; Associate Vice President for Community and Belonging; Chief of Staff; and Director of Strategic Project Management., and other staff as required
• Schedule all meetings and appointments; work collaboratively with the Cabinet and members of the leadership team to ensure the Cabinet's schedules reflects the institution's priorities, and ensure materials are prepared as needed for meetings and events, including agendas, supporting materials, and event scripts.
• Liaise with Advancement for scheduling Alumni and donor visits. Coordinate complex travel and meeting itineraries including as needed room reservations, catering arrangements, and invitations.
• Coordinate complex travel and meeting itineraries
• Serve as Board of Trustees point of contact at KSC for planning
• Complete special projects as assigned

Daily Office Operations - 30%

• Oversee the operations of Hale Building and provide reception coverage.
• Triage administrative problems, which can be sensitive in nature, with internal and external constituents with discretion and independent judgment via phone conversations, email and/or in person to direct to appropriate office/staff member. Must follow up issue to completion and maintain documentation.
• Ensure timely accomplishment of varied tasks, involving ability to recognize and accurately disseminate potentially high-risk and sensitive issues in an appropriate and professional manner, always maintaining a high degree of confidentiality. Anticipate and solve potential issues that may arise.
• Manage office budget, including processing and reconciling p-card expenses, travel, accounts payable, purchasing, requesting budget moves, institutional memberships, and analyzing budget reports.
• Take, edit, and publish minutes of Cabinet and other meetings as needed
• Manage communications by prioritizing, summarizing, and screening all incoming phone calls, email, mail, or materials, directing time-sensitive information as needed.
• Manage requests for information and data, which may contain highly confidential and sensitive information, from internal and external constituencies.
• Prepare written responses to routine inquiries and correspondence/ acknowledgements, thank you, welcome, retirement, congratulations, inauguration certificates.
• Draft correspondence as needed.
• Review for accuracy and appropriateness documents for signature troubleshoot if issues are noted.
• Maintain electronic and hard copy filing system.
• General support duties, including photocopying, fax and mailings
• Key operator for multi-function printers in Hale Building.
• Monitor and order office supplies and stationery as needed
• Review publications (newspapers and magazines) for items relating to KSC and prepare President's acknowledgement as appropriate.
• Hiring, training, supervision, and timesheet approval of student workers

Events Management - 20%

• Coordinate annual and spontaneous events sponsored by the Cabinet or the President, including but not limited to hosting University System of New Hampshire (USNH) Board of Trustees, all-campus meetings, State of the College, strategic planning and related events, celebrations of special achievement, and beginning- and end-of-year institutional events.
• Manage the nomination and selection committee for Honorary Degree and Granite State Awards
• Collaborate with campus personnel on catering, parking, communications, and setup for events
• Supervise the Coordinator of Institutional Ceremonies and CALL, as well as student workers
• Assist during height of academic and institutional ceremonies, including liaising with dignitaries, USNH Board of Trustees, honorary degree recipients, Granite State Award recipients, platform party, and VIP guests
• Serve on commencement committee of 30+ campus members

• Associate's degree and at least seven years progressive administrative support experience;

• Exemplary discretion and demonstrated experience handling sensitive and confidential information;
• Complex calendar management experience;
• Experience with special events planning and execution;
• Ability to establish and maintain effective working relationships with staff, faculty, students, and community partners;
• Ability to work effectively both as a team member and independently on projects;
• Ability to assess and triage office traffic;
• Demonstrated experience with MS Office systems, including MS Word, Excel, Outlook, Teams and relational databases
• Excellence in task prioritization, balancing deadlines, and managing unexpected urgencies.
• Some evening and weekend work required.
• All staff positions on campus support students and will be involved in student-focused activities.

• Bachelor's degree,
• Additional years of administrative support experience;
• Experience in higher education;
• Knowledge of formal protocol and office etiquette;
• Ability to handle a rapid pace work environment, have an adaptive work style, and ability to learn other software systems quickly and efficiently.
• Additionally, the College has identified desirable qualifications that support our commitment to creating and maintaining a campus community that values belonging.

Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:

• Resume/CV
• Cover Letter
• Contact Information for 3 Professional References

Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.

Keene State College is located in the scenic Monadnock region of Southwest New Hampshire and is an affiliate of the University System of New Hampshire. Located approximately 2 hours from Boston or Hartford CT, and 4 hours from New York City, the region contains many opportunities to enjoy outdoor recreation, cultural events, and a strong sense of community.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.