Executive Assistant to The Dean of Libraries - Hanover, United States - Dartmouth College

Dartmouth College

Verified Company

Hanover, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Position Purpose

A critical member of the Library Administration team, the Executive Assistant to the Dean of Libraries provides high level administrative support to the Dean of Libraries, manages critical office functions, and maintains a welcoming and professional office setting. The Executive Assistant manages the Dean's schedule, prepares meeting materials, minutes, and correspondence, and supports the activities, events and projects of the Library Leadership Team. In addition, the role encompasses communications on behalf of and for the Dean of Libraries, including key aspects of donor relations. The dynamic nature of this role requires that the role holder possesses excellent selfdirecting skills and the ability to understand and respond to evolving needs.
Description

Required Qualifications - Education and Yrs Exp

Bachelors or equivalent combination of education and experience
Required Qualifications
Skills, Knowledge and Abilities
Five plus years of relevant administrative experience in a dynamic and highly demanding environment.
Demonstrated ability to work independently, set priorities, anticipate and adapt to evolving needs.
Exceptional organizational and planning skills; excellent calendar management skills; meticulous attention to detail and accuracy.
Excellent communication and interpersonal skills, including ability to work with senior leaders, faculty, alumni, donors and other key stakeholders.
Diplomacy, discretion, and ability to maintain confidentiality.
Ability to initiate, plan and coordinate short

- and long-term projects.

Preferred Qualifications

Department Contact for Recruitment Inquiries

Department Contact for Cover Letter and Title

Susanne Mehrer, Dean of Libraries
Department Contact's Phone NumberEqual Opportunity Employer*
Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.
Background Check
Employment in this position is contingent upon consent to and successful completion of a preemployment background check, which may include a criminal background check, reference checks, verification of work history, conduct review, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, nondiscriminatory manner consistent with state and federal law.
Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?
Not an essential function
Special Instructions to Applicants

Additional Instructions

Description

Manages all aspects of the Dean's schedule of appointments ensuring that details of meetings, including background materials, are provided well in advance, communicated accurately, and followed up if necessary.
Coordinates the Dean's travel arrangements and logistics and processes the appropriate travel related financial forms.
Effectively anticipates needs and plans accordingly.

Percentage Of Time

25%
Description
Provides support for the Library Leadership Team's strategic initiatives, activities, and projects. Ensures effective workflows and coordinated organization.

Percentage Of Time

20%
Description
Prepares correspondence, reports, presentations, memoranda, briefings, and other written materials for the Dean. Fully supports Libraries meetings, including minutetaking as required.

Percentage Of Time

10%
Description
Assists the Dean and the Leadership Team in the donor relations and stewardship efforts of the Libraries, including coordination with the Development Office.
Acts as a liaison with the Gift Recording Office regarding donations.
Tracks, processes, acknowledges, and maintains financial records for gifts to the Libraries in a timely manner, utilizing online financial systems.

Percentage Of Time

10%
Description
Coordinates and arranges special events (conferences, dinners, luncheons, retreats, etc.) and is the office liaison to the Dartmouth Conferences and Special Events Office. Is the primary scheduler for library conference rooms.

Percentage Of Time