Executive Assistant - Macalester College

The Executive Assistant to the VP for Administration and Finance and the VP for Institutional Equity is primarily responsible for providing a range of administrative services to the VPs in order to promote smooth functioning of the VP’s areas of responsibility. The primary tasks include administrative support, project and event management, organizational functions, document management and distribution, incoming and outgoing communication with campus and external constituents, data gathering and presentation, managing schedules, and providing general support for others in their areas. Success is measured by the timeliness, accuracy, and completeness of the work and the professional nature of the delivery.

This is a 12-month, full-time, hourly position, with expectations for in-office work. Some flexibility in scheduling for evenings and weekends may be required. Possible flexibility in some remote work.

• Provide reception and administrative support: Prepare letters, memoranda, reports, and other materials; greet visitors and answer inquiries; maintain calendars, schedules meetings and makes travel arrangements; organize and maintains office records
• Prepare on-line requisitioning of invoices; monitor budgets and track expenditures; purchase supplies and reconcile financial records
• Coordinate logistics for meetings, committees, and small events
• Act as liaison for the VPs of Finance and Administration with the trustees, department heads, staff members and the public
• Provide support for preparation and presentation of materials for the Board of Trustees committees: Finance Committee, Audit & Risk Management Committee, and Infrastructure Committee; support Investment Committee as needed
• Provide support to division of Institutional Equity, coordinate logistical details and communications with campus and community partners
• Provide back up support for the president’s & provost’s offices, as well as for the VPs’ respective staff
• Provide support for college-wide events and participate in the life of the college

• Minimum education: Associate’s degree, vocational or technical school degree,  or equivalent
• Minimum three years of professional experience
• Knowledge of and commitment to the role of equity and inclusion as a societal imperative
• Knowledge of and experience with financial reporting
• Experience and proficiency with various electronic productivity and data tools. Google apps, MS Word and Excel proficiency preferred
• Excellent math/spreadsheet, writing, and organizational skills
• Maintain confidentiality and professionalism
• Ability to create or execute administrative processes and project implementation
• Experience in office management, calendar and meeting management
• Highly effective interpersonal and written, communication and organizational skills
• Ability to anticipate needs, function independently, and exercise sounds judgment
• Skilled in listening, anticipating, and responding to the needs of two Vice Presidents to achieve high quality customer service
• Ability to communicate respectfully and effectively with a wide variety of people; trustees, faculty, staff, students, parents, and the public

Compensation:

The hourly wage for this position will be $27.00-$28.30, depending on experience.

Benefits:

At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan. 
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit ourBenefits Page.

Satisfactory completion of a criminal background check is a condition of employment.

Application Guidelines:

For best consideration, please submit your cover letter and resume through the Macalester Employment Opportunities webpage by September 25th.  No resumes will be accepted after this date, and after this date the interview process will begin.

 Jaclyn Howard

Talent Acquisition Manager 

jhoward3@Macalester.edu

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals.  Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. 

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.