Executive Assistant to the Director
The Executive Assistant to the Director will serve as a member of the Director’s senior staff and is responsible for providing senior-level support in advancing key projects and initiatives at the Institute and performing a wide range of administrative and managerial tasks with the highest level of discretion and professionalism.
Position Duties and Responsibilities
Manage daily operations of the Director’s Office (40%)
- Manage communications to the Director from both internal and external constituencies.
- Serve as the public face of the Director’s Office, not only to the staff and faculty of the IAS but also to outside organizations and individuals.
- Strategically manage the Director’s calendar by researching, establishing priorities and responding to or delegating requests for the Director’s time.
- Serve as a source of information for and on behalf of the Director and assess inquires to the Director to determine proper response and course of action.
- Coordinate remarks for meetings and events, ensure that the Director is properly briefed for all meetings and events.
- Attend, manage agendas and takes minutes at key meetings.
- Work collaboratively with the other assistants in the Directors office to provide seamless coverage of phones, guests and calendars.
- Using judgment and discretion, communicate with relevant internal and external constituents on behalf of the Director.
- Provide support to the Director in planning and preparation for meetings, including creating agendas and briefings.
Provide assistance to the Director in cultivating relationships with constituents (Board of Trustees, Friends, AMIAS, potential donors) (30%)
Serve as a key liaison between the Director’s Office and all other administrative offices on campus (20%)
- Partner with the Associate Directors to align the Director’s priorities with the Institute’s fundraising efforts.
- Develop clear understanding of overarching goals for the Director’s advancement related travel and events.
- Identify, organize and implement the necessary steps, procedures and activities required for smooth and efficient coordination of work between Director’s Office and other departments.
- Serve as a liaison with colleagues across the Institute to coordinate and request materials and research for the Director.
All other duties as assigned by the Director (10%)
Skills and Abilities
- Ability to maintain a high degree of confidentiality in all matters related to the Director’s office, the Board of Trustees, and all matters requiring sensitivity and discretion.
- Excellent written and oral communication skills, and analytical and organizational skills.
- Strong and efficient research skills required.
- Ability to work well with people from a multitude of backgrounds, diplomacy, calm demeanor, excellent judgment and confidentiality are essential characteristics for the incumbent.
- Ability to manage multiple projects with strong detail orientation.
- Ability to exercise sound judgment and with discretion. Ability to work under pressure and meet short deadlines.
- Sound knowledge of the Director’s vision and the Institute’s programs, practices, policies and procedures.
- Able to operate independently, set goals and be disciplined in achieving them with minimal supervision.
Education, Experience and Knowledge
- Bachelor’s degree required.
- Minimum of five years related experience required, including managerial responsibilities, preferably within higher education.
- Strong written and verbal communication required.
- Ability to work well with people from a multitude of backgrounds, diplomacy, calm demeanor, excellent judgment and confidentiality are required.
- Strong interpersonal skills, a high level of professionalism and the ability to interact with all members of the Institute community are needed.
- Proficiency with Microsoft Office applications, including Word and Excel, is expected.
The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.
To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.” We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued. We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole. We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.
We offer a competitive salary and benefits package which includes subsidized health and dental insurance, an excellent retirement plan, and a generous paid time off program.
Please submit a cover letter and resume for consideration.