Executive Assistant

This is a fully remote position, open to applicants in Vermont.

📋 Description

• Provide support for administrative tasks and teaching activities for faculty and academic programs under the Vice Dean for Faculty.

• Act as a liaison among students, faculty, staff, trustees, alumni, and external organizations.

• Draft, proofread, edit, copy, and distribute various documents including reports, policies, manuals, instructional materials, publications, handbooks, correspondence, and other relevant materials.

• Maintain and update faculty lists, as well as the faculty directory on the VLGS website.

• Offer course support, which includes managing ExamSoft and overseeing exam proctoring.

• Assist with the instructional budget by keeping records, documenting expenses, and processing reimbursements.

• Facilitate faculty retreats, orientations, meetings, and committee activities.

• Help with meeting logistics, including agendas, information gathering, minutes, communications, and follow-up for committees.

• Coordinate the course evaluation process for the school.

• Arrange travel and manage travel-related expense reports.

• Answer phone calls and emails, greet visitors, respond to inquiries, take messages, and schedule appointments.

• Maintain both manual and computerized files and records.

• Open, screen, and distribute incoming mail.

• Provide backup support to executive assistants and Faculty Support personnel.

• Design and uphold filing systems and other relevant processes.

• Perform additional duties and special projects as assigned.

⛳️ Requirements

• An associate’s degree in a relevant field, or a combination of education and experience that provides equivalent knowledge and skills.

• At least two years of experience in executive-level support or office management.

• Four or more years of relevant administrative experience.

• Ability to exercise discretion when handling confidential information.

• Familiarity with higher education administration or legal office procedures is preferred.

• Exceptional planning, organizational, and interpersonal communication skills.

• Capability to work independently as well as collaboratively within the Deans' Office team.

• Strong time management, planning, administrative, and organizational abilities.

• Proficient writing and math skills.

• Excellent interpersonal skills with the ability to interact courteously and efficiently with diverse individuals.

• Proficiency in Microsoft Office Suite, database programs, internet search engines, and website management.

• Willingness and adaptability to learn and master new technologies and systems.

• Experience with complex filing systems.

• Comfort and willingness to speak publicly in both small and large group settings, whether online or in-person.

• Ability to prioritize and manage multiple tasks and deadlines, adapting under pressure as needed.

• Maintain a professional demeanor in high-stress situations.

• Must have the legal right to work in the United States without sponsorship.

• Ability to perform all essential functions with or without basic accommodations.

• A resume and cover letter are required for consideration.

🏝️ Benefits

• Comprehensive benefits package (medical, dental, vision, etc.).

• 403b plan with a 4% employer contribution.

• Two weeks of paid vacation in addition to paid personal and sick days.

• Eleven paid holidays, plus two weeks of paid time off for summer and winter breaks.

• Employee Assistance Program available.

• Opportunity for VLGS course participation with tuition assistance.

• Potential for a flexible work schedule.