Reporting to the Vice President for Equity and Inclusion and Chief Diversity Officer, the Assistant to the Vice President provides administrative support and program coordination in the Office of Diversity, Equity and Inclusion (DEI). The Assistant to the Vice President will also assist with the organization of all DEI programs and events, and provide support to the Title IX and Section 504 Coordinator. This position will require occasional nights and weekends.
The Assistant to the Vice President works collaboratively across the College with other departments and teams in carrying out the responsibilities listed below:
Responsible for front of office operations and supervises student assistants. Serve as the primary point of initial contact on all correspondence, telephone calls, and guests.
Maintain call log and other point of contact information.
Receive, screen, and distribute correspondence, in email or in written form.
Direct concerns to the appropriate staff member for quick resolution and action.
Works on a team of colleagues to create innovative programs focused on diversity, equity and inclusion
Complete a variety of administrative tasks for the vice president, including but not limited to managing an active calendar of appointments. Help plan, coordinate and ensure the vice president’s schedule is followed and respected.
Assist the Title IX coordinator with her calendar and other commitments.
Work closely and effectively with the vice president and the Title IX coordinator to prepare and keep them well informed of upcoming commitments and responsibilities.
Prepare or collect meeting materials, including agendas, minutes, and appendices or handouts. Identify documents that are incomplete, inaccurate or lacking proper input and seek necessary revisions before advancing to the vice president.
Coordinate meeting logistics for internal and external meetings that the vice president or coordinator will attend, from the routine to complex. Collect, organize, and prepare meeting materials both online and in hardcopy. Take minutes and track action items as requested.
Arrange complex and detailed travel plans and itineraries, and compile documents for travel-related meetings.
Assist the vice president with preparing materials for internal and external communications and remarks, including comparative and archival research. Take initiative in drafting communications and other meeting materials for the vice president.
Compose general hardcopy correspondence for the vice president’s signature as needed.
Perform general office tasks such as copying, filing and other clerical work.
Maintain organization and cleanliness of physical spaces and office equipment. Create and submit facilities management work orders as needed. Order office supplies.
Program and Event Support:
Work with campus partners to ensure success in all aspects of DEI programs and events. Events include those initiated and/or sponsored by the DEI office, events that include the vice president and are sponsored by other departments, etc.
Manage the planning and support for programs and events (meetings, campus workshops, receptions, etc.) including scheduling, making travel arrangements, managing RSVPs and attendees, making room reservations, ordering food and drink, setting up meeting spaces, and other details as needed.
Ensure high-quality event logistics; coordinate and/or produce pre-and-post event materials such as invitations, event collateral, nametags, giveaways, and personalized follow up.
Work to build and maintain a successful, responsive DEI program. Ensure protocol and guidelines for events are followed, and that briefing materials are complete and standardized. Work collaboratively and proactively to review and maintain the protocols periodically/as needed.
Process expenses and reimbursements.
Assist with monthly budget projection and reconciliation.
Ensure compliance with Mount Holyoke’s financial policies and procedures.
Support and anticipate needs related to special projects and initiatives in the DEI office. Complete other special projects as assigned.
Meticulously update and maintain electronic files and resources.
Any other duties as assigned.
A successful Assistant to the Vice President will:
Proactively manage and prioritize the administrative support operations related to appropriate progress on projects and meeting deadlines, research and other information gathering, communication, scheduling and travel.
Manage the timely flow of information and materials to/from the Office of Diversity, Equity and Inclusion at all times.
Maintain a professional demeanor at all times and exhibit tact and discretion.
Demonstrate good judgment in decision-making and the ability to maintain strict confidentiality.
Communicate in a clear, courteous, and helpful manner with internal and external community members. Respond to internal and external inquiries in an informed and timely manner.
Work as part of a team as well as independently on a wide variety of projects.
Prioritize work duties, and demonstrate effective time management skills.
Multi-task and transition quickly between projects to address specific situations, and manage multiple, concurrent projects, and still meet strict deadlines.
Work effectively under pressure, and with accuracy and attention to detail.
Excellent oral and written communication capacities, proofreading skills.
Possess strong relational and interpersonal skills and maintain effective, professional, and cooperative working relationships to collaborate successfully with other college departments and offices.
Interact professionally with a diverse community of trustees, faculty, staff, students and alumnae.
Possess advanced knowledge of computer software such as word processing, spreadsheet and database management, and desktop publishing
Possess knowledge of clerical office procedures, including knowledge of principles and procedures of record retention and management, as well as skill in operating all standard office equipment.
Compose, edit, and/or format business correspondence and reports.
Have the ability to interpret and apply pertinent College rules, regulations, policies, and procedures in the course of carrying out their role.
Education and Experience
Bachelor’s degree (or equivalent work experience) and at least 5 years’ experience as an administrative or executive assistant
Preference given to candidates who can demonstrate experience working with organizations or institutions on diversity and inclusion initiatives
Preference given to those candidates with experience in an academic institution of higher education
Internal Number: 835
About Mount Holyoke College
As the first of the Seven Sisters, the female equivalent of the once predominantly male Ivy League, Mount Holyoke established higher education for women as a serious endeavor. Our long, distinguished history of educating leaders arises from a powerful combination of: academic excellence in a global learning environment; a tight-knit, diverse, and international community; a worldwide network of influential alumnae; the conviction that women can and should make a difference in the world.