Executive Assistant to the Director
JOB TITLE: Executive Assistant to the Director
DEPARTMENT: Director’s Office
REPORT TO: Director
Reporting to the Director of the IAS, the incumbent will be responsible for providing overall executive level support to the Director, including managing the Director’s schedule, coordinating with his European-based administrative assistant, organizing the Director’s activities, and performing a wide range of administrative and managerial tasks with the highest level of discretion and professionalism. This position requires an understanding of, appreciation for and ability to prioritize the use of the Director’s time. Additional responsibilities include developing agendas and assisting the Director in the preparation and for follow-up after meetings, and resolving and addressing inquiries and requests for information on behalf of the Director. All other duties and responsibilities as assigned by the Director.
Position Duties and Responsibilities
Administrative Support to the Director
- Oversees the Director’s complex schedule, and coordinate it with the Director’s European assistant. Manage requests for the Director’s time, researching, establishing priorities, and responding to or delegating responses
- Manage and coordinate travel arrangements for the Director and his family, as required
- Serve as the authoritative source of information for and on behalf of the Director
- Provide coverage and serve as the primary point of contact for the Director
- Prepares materials for the Director’s highest level meetings and events, including meetings of the Board of Trustees
- 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.
- Develop and form relationships with a network of other Executive Assistants in order to stay current of industry trends and best practices.
- Ensure that the Director is on time and properly briefed for all meetings and events
- Attend, manage agendas and takes minutes at key meetings
- Respond quickly and effectively to the Director’s need for information or support
- Serves as an enabling point of contact between IAS offices and the Director, especially with Development and Communication. Partner with the Chief Development Officer and Chief of Staff to strategically manage the Director’s calendar and travel schedule.
- Maintains an atmosphere in the Director’s office that is calm and orderly, warm and welcoming but also respectful of the Director’s time and energy
- Manages projects and output coming from the Director, such as mass letters, emails, holiday cards, or gifts. Establish deadlines, communicate expectations, and manage projects to conclusion
- Input and track relevant information in Raiser’s Edge.
- Responsible for budgetary oversight for the Director’s Office operations, Board of Trustees, Director’s Visitors, visiting committees, etc.
- Provide support for the Director’s membership on boards, councils and task forces external to the Institute
- Responsible for overall quality of all written material produced for Director’s signature
- Provide backup to other administrative support positions in the Director’s Office
- Communicate and serve as a resource regarding Institutional affairs with the Director’s spouse, including events at Olden Farm.
All other duties, responsibilities, and special projects, as assigned by the Director
Skills and Abilities
- A strong work ethic, 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, be flexible, and also detail oriented.
- Excellent written and oral communication skills, and analytical and organizational skills.
- Ability to exercise sound judgment and with discretion. Ability to work under pressure and meet short deadlines.
- Sound knowledge of 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 administrative and secretarial experience, with at least three years’ experience providing support at an executive level.
- 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 tact 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. Knowledge of Raiser’s Edge strongly preferred.
The Institute for Advanced Study is an equal opportunity institution encouraging a diverse pool of applicants. We believe in the inherent value of diversity and equal opportunity, recognizing that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization. As a community dedicated to intellectual inquiry, we are resolutely committed to the values of diversity, equity, and inclusion.
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.