Executive Assistant to the Vice President for Advancement

Job Posting Location:

Claremont CA

Job Posting Title:

Job Description:

ABOUT POMONA COLLEGE: Located near Los Angeles California Pomona College is widely regarded as one of the nations premier liberal arts colleges. Established in 1887 Pomona College is known for small classes a challenging curriculum close relationships between students and faculty and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges

JOB PURPOSE: The Executive Assistant to the Vice President for Advancement provides primary administrative and clerical support for the Vice President for Advancement of Pomona College and secondary support for the Campaign Director. The Executive Assistant reports directly to the Campaign Director and has significant responsibility requires confidentiality and the highest level of professionalism. The position involves frequent engagement with stakeholders inside and outside the organization requiring professionalism discretion and the ability to represent the division effectively. A person in this position performs professional level work requiring the application of principles and practices in a wide range of administrative technical or managerial methods to solve problems and to respond positively with concern clarity and authority in a variety of situations. The position is charged with managing the Office of the Vice President administrative assistant and organizer for the Vice President for Advancement division calendars executive travel schedule agendas and meeting materials and overall office management. This role is a critical part of ensuring that day-to-day operations run smoothly priorities are met and the Colleges mission is advanced. This position is the point person for the Advancement Division in responding to and routing inquiries and mail handling visitor orientation; monitoring Office of the Vice President budgets and expenditures; managing confidential division records; and preparing correspondence; preparing presentations for the VP for Advancement and Campaign Director; invoicing and reporting about and for the College and the Advancement division in a confidential and professional manner to assist the Vice President and Campaign Director to the Board in meeting the divisions annual goals.

ESSENTIAL FUNCTIONS: Reporting directly to the Campaign Director the Executive Assistant performs the following essential duties and responsibilities:

1. Provides in-depth administrative support for the Vice President for Advancement and serves as liaison between the Office of the Vice President and Division staff. Maintains the Vice Presidents calendar by managing complex scheduling assignments involving sensitive conversations with high-level contacts ranging from major donors to business executives to campus partners and dignitaries. Prepares meeting materials agendas and minutes and independently gathers pertinent information for meetings and events on calendar. Coordinates all VP meeting logistics and details.

2. Interacts with the Office of the President on behalf of the Vice President for Advancement and Campaign Director.

3. Provide a broad range of administrative clerical and executive support to the Vice President for Advancement and the Campaign Director to manage the Office of the Vice President and coordinate the Advancement Division workflow:

• Create and maintain a daily briefing folder for the Vice President for Advancement by acquiring and organizing relevant materials and agendas;
• Compile travel information preparing drafts typing documents proofreading and editing documents correspondence and confidential reports;
• Manage calendars arranging meetings conferences and travel itineraries for the Vice President for Advancement and the Campaign Director;
• Coordinate arrangements for the Vice President; reconciles and processes all travel and expense reimbursement requests;
• Monitor department budgets and expenditures within budget guidelines and participate in the preparation of the fiscal-year budget with the Chief of Staff & Advancement Operations;
• Prepare and compile meeting materials for the Pomona College Board of Trustees and Board Committees in coordination with the Vice President and Campaign Director;
• Assist the Vice President and Campaign Director in preparing meeting agendas and divisional record keeping including maintenance of all confidential records and filing systems.
• Organize and coordinate Division-wide staff events and programs (i.e. annual retreat holiday party etc.); and
• Welcome visitors with scheduled appointments or meetings.

4. Coordinate clerical tasks:

• Answer telephones calls responding to inquiries and/or routing callers to the appropriate staff member;
• Process and distribute incoming mail to the appropriate Advancement staff member;
• Process payments invoices record payments and travel expenditures;
• Input confidential donor information in College electronic and hard files;
• Monitor office supplies budgets and order supplies as needed; and
• Monitor office equipment and request repair service as needed.

5. Coordinate special projects and provide assistance as assigned within the Advancement Division.

QUALIFICATIONS :

• Education: Associates degree is required or equivalent combination of education and experience. Bachelors degree in the areas of marketing fundraising or business or related field is preferred.
• Experience: A minimum of 6 years of office and administrative experience with increasing responsibility as an executive assistant. Experience at an academic institution or advancement office with service to a senior management executive is preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: The Executive Assistant to the Vice President for Advancement must possess the knowledge skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed with or without reasonable accommodation using other skills and abilities not listed below.

The Executive Assistant for Vice President for Advancement will:

• possess exceptional administrative and organizational abilities; skill in prioritizing and managing multiple tasks; strong interpersonal and relationship-building skills; sound judgment; meticulous attention to detail; and proactive follow-through;
• navigate complex and sensitive situations with tact and diplomacy taking initiative to address matters appropriately and with a problem-solving mindset;
• effectively communicate in a professional diplomatic empathetic and tactful manner using preferred method and level as applicable to the job;
• possess effectiveness and clarity of verbal and written communication with excellent interpersonal communication and phone manners;
• effectively handle confidential and proprietary information;
• be a highly motivated team player with ability to develop and maintain collaborative relationships with all levels within and external to the organization;
• work successfully in a multi-cultural environment;
• proactively manage conflicts and communicate updates;
• plan schedule organize and proactively follow up on tasks related to the job to achieve goals within or ahead of established time frames and work independently and take initiative with increasing levels of responsibility;
• have strong technology skills including spreadsheet word processing relational and donor database experience (preferably Salesforce) including database query;

• be flexible and supportive to positively and proactively assimilate in a fast-paced environment;
• personally provide high-level of interactive service to others building relationships and addressing identified need;
• identify and prioritize issues develop creative solutions and options and follow through with implementing resolutions; make well-reasoned sensible and timely decisions based on careful objective review and informed analysis of available information considerations and other factors;
• effectively handle multiple tasks meet deadlines and work both independently and as a collaborative member of the College in support of the Colleges strategic vision and the divisions annual goals with a high standard of integrity and ethics; and
• understand and communicate the mission and history of Pomona Colleges liberal arts environment.

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m. Monday Friday. Holiday weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division.

ADDITIONAL POSITION DETAILS : Temporary full-time non-exempt position. The hourly rate for this role is $35 to $38.90 per hour. The specific factors that the College will consider when offering a salary to an individual will include but not be limited to education training relevant prior experience and performance in prior role. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer Pomona College requires all employees to be residents of California.

ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop the College will review this job description and make changes of business necessity.

Required Experience:

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