Executive Assistant jobs in Allentown, PA

Executive Assistant

Lafayette College seeks a collaborative, detail-oriented, and outcome-focused Executive Assistant to serve the cabinet-level staff of the College. Reporting directly to the Chief of Staff to the President, the Executive Assistant will provide executive-level support to the Executive Vice President and Chief of Staff to the President, as needed, and be part of the team that manages the operations of the Office of the President.

The position presents an exceptional opportunity for a highly motivated and competent individual to support the mission of the College by partnering with the President, the Executive Vice President, Chief of Staff, and the senior leadership team. The role involves supporting the Executive Vice President and Chief of Staff in fostering and managing relationships with internal and external stakeholders within and beyond the Lafayette community. One major area of responsibility is to manage calendars of the Executive Vice President and Chief of Staff efficiently and strategically by scheduling meetings, events, and travel. The Executive Assistant will also provide support to the Office of the President, collaborating with the team to ensure all Office functions are handled in a timely and professional manner. Finally, the Executive Assistant will support the office team by serving as a liaison between the office and the community partners by managing community-facing communications and by supporting event planning.

Specific Responsibilities and Duties

• Provide administrative and executive level support to the Executive Vice President and Chief of Staff to efficiently administer the operations and initiatives of the President.
• Manage the calendars of the Executive Vice President and Chief of Staff by helping create a schedule that facilitates meetings, events, and travel reflecting institutional strategic priorities
• Create meeting agendas and keep meetings notes.
• Assist with coordination of Presidential events, as needed, including arrangements and setting up of the venues, ordering food, and setting up for conference calls, etc.
• Serve as the principal contact point for external and internal communications addressed to the Executive Vice President and Chief of Staff
• Coordinate with Vice Presidents and Division Heads in prioritizing Executive Vice President’s attendance in meetings by balancing various critical and urgent engagements
• Serve as the hub for collecting and appropriately disseminating and distributing information
• Manage and assign incoming emails, phone calls, and other forms of communications for responses, follow-ups, and for facilitating finalization of various decisions
• Respond to selective communications on behalf of the Executive Vice President and Chief of Staff, as needed
• Collaborate with the President’s Office staff to support initiatives and needs are run efficiently and in a streamlined manner
• Maintain confidentiality of sensitive tasks and communications
• Support the Executive Vice President and Chief of Staff in preparation for meetings, events, and speaking engagements by furnishing background research, data, and other relevant material in a timely manner
• Reviews travel and expense and p-card submissions for Senior Leadership in preparation for approval and signature of the Executive Vice President
• Serve as support to the President as needed
• Perform other duties as assigned

Candidate Profile and Qualifications

The college seeks a colleague that has demonstrable record of collaborative, creative, effective, and ethical administrative work. The successful candidate will possess highest level of commitment to Lafayette’s liberal arts mission. We seek a driven team player with exemplary integrity and strong work ethic possessing the following qualifications:

• Bachelor’s degree preferred
• Minimum 5 years of experience with proven ability to work collaboratively and professionally with all levels of colleagues within an organization
• Evidence of experience in collaborating/working with a small office staff team
• Demonstrated ability to communicate effectively and efficiently using good interpersonal and organizational skills
• Proven office administration skills in providing effective team management
• Ability to multitask in a fast-paced complex organization
• A proven self-starter and a quick leaner with initiative and a positive attitude
• Evidence of appropriate software and technological skills to ensure streamlined office communications including preparation of documents using Microsoft Office suite
• Evidence of exercising discretion regarding confidential matters
• Demonstrated skills and proficiency in developing management reports with accuracy and clarity for supporting Cabinet-level decision-making
• Proven experience in leading and managing stakeholder engagements and relationship development
• Ability to set operational priorities and implement multiple projects simultaneously
• Demonstrated proactive approach to foresee and respond to the needs of the leadership
• Ability to occasionally accommodate performing tasks beyond office hours

To apply, please click the apply button. Please provide a cover letter, resume, and contact information for three references.

Lafayette is deeply committed to creating a diverse community, one that is inclusive and responsive, and is supportive of each and all of its faculty, students, and staff. All members of the College community share in the responsibility for creating, maintaining, and developing a learning environment in which difference is valued, equity is sought, and inclusiveness is practiced. All Lafayette operations reflect the College’s commitment to diversity, equity, access, and inclusion (DEAI) initiatives, and Lafayette welcomes applicants from diverse backgrounds.

Job Type: Full-time

Schedule:

• Day shift

Work Location: In person