Job Location:
Wellesley MA

The Administrative Assistant provides direct overall support to the Office of the President (OOP) assisting the Executive Assistant to the President and the Senior Vice President (SVP). This position serves as an interface between the President’s Office and the internal and external community and routinely interacts with multiple constituencies including faculty, staff, and students. Specifically responsible for providing comprehensive administrative support through calendar management, document preparation, responding to inquiries, and independently managing specific projects and processes as assigned.
In addition, this position provides high-level administrative and financial support to the Senior Vice President and their team, including supporting procurement processes, managing multiple cost centers and budgets and providing support relating to Board of Trustee meeting preparation.


Monitor and maintain cost centers under the OOP and SVP, which includes submitting expense reports and invoices through proper channels; maintaining and reconciling budgets for all Senior Vice President’s team members’ funded accounts; processing financial payments (SVP and OOP). Serve as the primary point of contact for the President’s Office with the College’s budget and procurement departments.      

Manage all procurement processes for the OOP and SVP and team including executing vendor approval, contracts and associated documentation.

Prepare detailed analysis of assigned accounts and account reconciliations; prepare appropriate journal entries as required. 

Routinely provide assistance to the Budget Office related to quarterly/annual projections. Provides underlying data to support projection information and associated analysis for the Senior Vice President. 

Support the banking activities—including downloading reports and processing electronic payments—of the OOP and SVP teams. 

Assist with compiling Board of Trustee meeting books (internal and external boards) for President and Senior Vice President. Compile background documentation for meetings, ensuring content is accurate and up to date for both SVP and OOP. 

Confirm attendance for all meetings on the President’s calendar, ensuring meeting platforms are communicated and up to date. 

Create profiles for external guests to the President and collaborate with Alumni Relations and Advancement for profiles as required. 

Request and review event briefings for the OOP with Campus and Community Events, Advancement, and all other departments requesting the President’s attendance. 

Manage external email account for the Office of the President.

Answer and screen phone calls, refer individuals to appropriate staff, and ensure accurate and timely assistance in all matters. 

Assist with transportation scheduling for the President. 

Keep team members apprised of policy changes and developments pertaining to budget management and community messages that are posted on the Administrative Assistants/Division Coordinators list serv. 

Assist the SVP and OOP with logistics associated with team retreats and events.   

Actively participates in staff meetings. 

Assume additional responsibilities as required and special projects as required and as necessary.


Associate’s Degree

At least 3-5 years of related experience in an office or other similar environment.

Ability to work with ethnically, culturally, and socially diverse students, staff, faculty, and other constituencies.

Exceptional time management, project management, and organizational skills with the ability to prioritize and coordinate multiple tasks with frequent interruptions while meeting strict deadlines.

Must have excellent grammar, composition, and proofreading skills as well as exceptional verbal and interpersonal skills.

Must have a basic knowledge of current trends in student diversity and inclusion, particularly regarding higher education.

Must be a team player, with the confidence to take the lead and guide colleagues from across the campus when necessary.

Must have strong computer skills including proficiency in LinkedIn and Microsoft Office (Word, Excel, PowerPoint, Outlook/Calendar).

Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.

Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.


This position will be onsite five days per week, offering flexibility when possible.


Bachelor’s Degree preferred.

Experience with Workday Finance a plus.