Executive Office Manager

1 day ago

Haverhill, Massachusetts, United States InsideHigherEd Full time
Job Summary

We are seeking an experienced Executive Office Manager to join our team at InsideHigherEd. The successful candidate will be responsible for providing administrative support to the President's Office, ensuring the smooth operation of daily internal operations, and coordinating various tasks and projects.

Key Responsibilities
  • Office Operations
    • Coordinate and manage the daily internal operations of the President's Office, ensuring efficiency, effectiveness, and responsiveness.
    • Oversee the coordination of all planning, scheduling, meetings, correspondence, and reporting for the President and Chief of Staff.
    • Manage the day-to-day internal operations of the President's Office, including special project management support, service to the Board of Trustees and sub-committees, and coordination across elected officials' offices.
  • Administrative Support
    • Provide administrative support to the President and Chief of Staff, including drafting, editing, and proofreading letters of correspondence, and producing PowerPoint and/or Excel presentations as requested.
    • Conduct research as requested and provide follow-up information on various subjects, including contacts within elected/government offices, business background, press coordination, and more.
    • Assist in preparing and distributing monthly Board of Trustees agenda packets, maintaining monthly Board meeting calendars, and taking minutes at Board meetings.
  • Financial Management
    • Prepare and monitor the President's Office budget, including tracking expenses and providing quarterly budget reports to the Chief of Staff.
    • Process office purchase orders as requested, and track all vendors, monies, and related information to coordinate across all executive teams.
  • Travel Coordination
    • Schedule all domestic and international travel for the President and Chief of Staff, including defining travel itineraries, booking airfare, transportation, and hotel accommodations as needed.
  • Reception and Communication
    • Provide a professional reception for visitors and phone inquiries to the President's office.
    • Field all inquiries/complaints directed to the President's Office and work with the Chief of Staff and/or other relevant departments and staff to address issues.
  • File Management
    • Maintain the President's Office files, including paper and electronic files, consistent with state law requirements.
Requirements
  • Education
    • Associate's degree required with a minimum of 5 years of experience in an executive office environment and/or in an Office Manager role.
  • Skills
    • Excellent verbal, written, and interpersonal communication skills.
    • Proficient in Microsoft Outlook, Word, Excel, and PowerPoint.
    • Ability to work well both independently with little to no supervision as well as part of a team.
    • Ability to organize and maintain records, reports, and projects.
    • Excellent judgment and discretion in handling confidential information.
    • Exceptional time management skills.
Preferred Qualifications
  • Education
    • Bachelor's degree.
  • Experience
    • Experience working in a diverse, multicultural environment and experience in higher education practices and procedures.
    • Experience with Project Management software.

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