Executive Assistant for the Office of the President and the Office of Trustees

Description

The Executive Assistant for the Office of the President and the Office of the Trustees provides high-level executive, administrative, and operational support to the President and the Chief of Staff at Springfield College. This role also supports the coordination needs of the Office of the Trustees, working in close collaboration with the Board Professional. As a trusted member of the President's Office, the Executive Assistant ensures seamless operations, supports event planning and communications, manages activities at the Presidential House, and coordinates the review process for institutional affiliation agreements and contracts. The position requires sound judgment, impeccable discretion, and a high degree of professionalism. The successful candidate will demonstrate the ability to manage multiple priorities in a fast-paced, high-stakes environment.

Actual salaries will vary depending on multiple factors, including but not limited to degrees attained, experience, and other considerations permitted by law. Comprehensive compensation details, including any additional benefits, will be communicated upon finalization of the employment offer.

Responsibilities

Executive Support to the President and Chief of Staff

• Manage complex calendars, scheduling, and travel logistics for the President and Chief of Staff.
• Prepare briefing materials, agendas, and follow-up documentation for meetings and engagements.
• Serve as the first point of contact and key liaison for the Office of the President, handling internal and external inquiries with professionalism and discretion.

• Collaborate with the Board Professional to support trustee communications, meeting logistics, and materials preparation.
• Assist in planning board-related events and coordinate trustee hospitality and travel arrangements.
• Ensure the timely delivery of accurate board materials.

• Coordinate logistics for events hosted by the President and/or the Office of the Trustees, including leadership dinners, cultivation events, and VIP campus visits.
• Serve as liaison with internal departments (Advancement, Dining Services, Facilities, etc.) and external vendors.

• Serve as the primary coordinator for the scheduling, hospitality, and event logistics for the Presidential House.
• Work with Facilities and Campus Operations to maintain event readiness and manage vendor access as needed.

• Track contract status, coordinate reviews, ensure timely routing and follow-up, and maintain organized records in collaboration with legal and academic stakeholders.
• Support communication and workflow efficiency across academic departments, legal counsel, and other parties.

• Assist with institutional communications, strategic initiatives, and cross-divisional projects.
• Reconcile and monitor departmental budgets; process expense reports and manage procurement for both the President’s Office and the Presidential House.

Qualifications

• Bachelor’s degree required; Master’s degree preferred.
• 5+ years of progressive executive-level support experience, preferably in higher education or nonprofit settings.
• Demonstrated experience coordinating executive-level communications, events, and projects.
• Experience working with legal documents, contracts, or institutional agreements is strongly preferred.
• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); familiarity with board portals (e.g., OnBoard) or document routing systems a plus.

• Strong digital literacy and comfort with different technology platforms is essential

Knowledge, Skills & Abilities

• Outstanding organizational skills and attention to detail.
• High emotional intelligence and discretion in managing confidential information.
• Strong initiative and proactive problem-solving abilities.
• Ability to work independently and collaboratively across teams.
• Professional demeanor and polished communication skills.
• Flexibility to work occasional evenings and weekends for board meetings and presidential events.
• Commitment to the mission and values of Springfield College.