Teaching Assistant (College) jobs in Baltimore, MD

The Executive Administrative Assistant provides administrative support for the Office of the President and the Office of Advancement, and assisting the Executive Assistant to the President. The role includes support in scheduling meetings and coordinating calendar activities, answering and screening telephone calls, project and special event coordination, communicating with internal and external constituencies, serving as a liaison with select external contractors, and recording minutes at meetings as directed. This position requires skills in diplomacy and discretion, as well as the ability to work in a fast-paced and demanding office environment.

Education:

Required: High School Diploma or equivalent

Preferred: Bachelor's Degree

Professional Experience:

Required: Three years of executive professional administrative assistance experience.

Preferred: Five years of professional executive administrative assistance experience. Experience assisting an executive within an institution of higher education.

Salary Range: $52,254 - $61,475

Essential Job Functions

A. Assist the Executive Assistant to the President and Vice President for Advancement with the daily operations of the Office of the President and the Office of Advancement

• Assist with Office of the President and Office of Advancement calendar management.
• Assist with coordination of travel, to include but not limited to: hotel accommodations, flight accommodations, and all other aspects of travel.
• Maintaining electronic and physical filing systems.
• Schedule and coordinate meetings and appointments with the campus community, donors, corporate and foundation visitors, trustees, alumnae/i, elected officials, parents, and general public.
• Assist with weekly Cabinet meetings - preparing agendas, sharing materials, minutes.
• Assist with management of various Office of the President and Office of Advancement email accounts, triaging and directing questions as appropriate.
• Engage and interact with students, faculty, staff, trustees, alumnae/i, donors, corporate and foundation visitors, elected officials, parents, and other constituent groups, appropriately managing sensitive and confidential information in both written and verbal form.
• Manage booking requests for the President's Conference Room.
• Maintain records, research information, analyze data, prepare reports, edit, proof, and format documents and presentations, and produce standard reports as needed.
• Responsible for the timely and efficient execution of special projects, additional activities, committee work, etc., as assigned.
• Process correspondence and incoming mail.
• Answer, screen, and route phone calls.
• Maintain supply inventories.

B. Event Planning and Logistics

• Assist with events, including but not limited to, President's Dinners and
• Liaise with campus caterer regarding menu selection for events.
• Track responses and menu selections from guests.
• Order flowers, as needed.
• Request set-up, including but not limited to tables, linens, chairs, from Events and Conferences and campus caterer, as needed.
• Manage event communications to include sending save the date notices and event invitations, tracking guest responses and menu selections, and providing reminder emails to include details such as event details, a campus map, and guest list of those attending.

Board Committees

• Meeting preparation and logistics including managing calendar invitations and meeting set up (on-campus or virtually) for various committee, Board committee, and Board of Trustee meetings throughout the year. For in-person meetings, this includes room requests, set-up, catering, A/V requests, etc.
• Track responses from trustees.
• Attend committee meetings and take minutes. Proof/edit minutes and obtain approval before distributing to committee members.
• Maintain the committee's resource folders and committee calendar in the Board portal, creating agendas and uploading materials in advance of meetings.
• Provide reminder emails to committee members.
• Provide basic technical assistance during the meeting (e.g., Zoom, Board portal) as needed, referring issues as appropriate to IT.

Board Meetings

• Support the Executive Assistant with event logistics for three in person Board of Trustees meetings per year (September, February, June), including room requests and setup and catering and A/V requests.
• Attend the Friday night dinner and half-day Saturday meeting to assist with check-in, logistics, technology and administrative needs, and addressing issues and requests.

C. Budget Control and Finances

• Process expenses and reimbursements, as requested.
• Reconcile the Truitt credit card statement, as requested, and maintain receipts as required by College policy.
• Obtain approval for invoices and process payment requests.
• Purchases all supplies and materials for the Office of the President and Advancement division.