Executive Assistant to the President

The Executive Assistant to the President provides executive level administrative support for the President, the President’s Chief of Staff and Secretary to the Board of Trustees, and the President’s Office. Reporting to the President’s Chief of Staff, the Executive Assistant manages the President’s calendar and travel (including support outside of business hours); coordinates with other college departments on scheduling for events involving the President; and supports President’s Office meetings and events. The Executive Assistant hires and supervises student employees; supports the Board of Trustees with travel, accommodations, and meeting logistics; and monitors budgets and accounts for funds within the President’s Office.

This is a full-time, 12 month, exempt position that requires being onsite during business hours Monday through Friday, 8:00 a.m.-4:30 p.m. Occasional evening or weekend support may be required for special events and for troubleshooting issues with the President’s travel.

About the President’s Office:

The President’s Office team includes the President, the Chief of Staff for the President and Secretary to the Board of Trustees, the Executive Assistant to the President, and the Manager of Briggs House and the President’s Home.

• Provides direct support to the President by maintaining the President's calendar, scheduling appointments and meetings, and making domestic and international travel arrangements, often in coordination with various other departments across campus. Tracks and resolves issues with the President’s travel including troubleshooting outside of business hours for flights, ground transportation, and lodging. Gathers, organizes, and shares briefing materials and remarks. Attends cross-department meetings related to the President’s calendar and travel and event planning.
• Provides administrative support for the President and the President's Office including:
• Greeting visitors, answering phones, screening calls, and providing information or appropriate referrals
• Handling correspondence and organizing and maintaining office files
• Maintaining an inventory of office supplies and ordering supplies as needed
• Submitting work requests for office and office equipment maintenance
• Preparing files for storage and maintaining inventory of file boxes
• Updating external materials related to the President's Office
• Hires and supervises student employees. 

Provides oversight for a calendar of on-campus events for the President and Senior Leadership, edited by student employees.

• Works with Advancement colleagues to maintain and update database records for donor correspondence, event details, and event attendance.
• Provides support for special events hosted by the President's Office on campus, at the President’s Home, and at venues in the Twin Cities, including preparation of invitations, making space reservations and catering arrangements, and tracking attendance.
• Coordinates Senior Leadership Team and and trustee participation in Commencement and Opening Convocation, orders honorary degree diplomas, and coordinates preparation of honorary degree and special recognition citations.
• Provides direct support to the President’s Chief of Staff and Secretary to the Board of Trustees in preparation for Board of Trustees meetings and special events, including retreats. Works with the Special Events team to plan and manage logistics for in-person meetings of the Board of Trustees.
• Monitors budgets and accounts for funds within the Office of the President. Identifies areas where expenses should be split among two or more funds in cases where travel spans multiple purposes. Manages and reconciles credit card payments for the President.
• Completes other responsibilities as assigned. Participates as an active member of the President’s Office team. Participates in department and college activities and supports implementation of shared goals and initiatives. Provides backup support to other members of the team.

• 3-5 years of progressively responsible administrative experience, including contact with external constituencies. Previous experience in higher education is preferred.
• Ability to interact effectively and professionally with trustees, donors, senior leaders, faculty, staff, students, alumni, and families.
• Experience managing or responding to challenges with tact and respect. Ability to maintain the highest standards of professionalism in handling confidential information and sensitive situations.
• Ability to prioritize effectively and handle multiple tasks simultaneously with minimal supervision. Exceptional attention to detail.
• Ability to prioritize and coordinate work flow on multi-task assignments. Exceptional organizational and time management skills.
• Ability to assess a problem, determine the appropriate course of action, intervene where necessary, and act as a liaison between the President’s Office, Senior Leadership, and other constituencies. Ability to determine which matters require the President or Chief of Staff’s attention and which can be resolved by others.
• Excellent verbal and written communication skills. Ability to communicate information clearly and concisely in a level of detail that is appropriate for the audience.
• Experience managing budgets, both departmental budgets and event or special project budgets. Experience reconciling and tracking expenses including expense management on behalf of others.
• Proficient in office productivity tools including Google Suite, Zoom Workplace, Adobe Acrobat, and Microsoft Office. Proficiency with spreadsheets including basic formulas, sorting, and formatting.
• Bachelor’s degree required.

Compensation:

The annual salary for this position will be $70,000-$73,000, depending on experience.

Benefits: 

At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan. 
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit our Benefits Page.

Satisfactory completion of a criminal background check is a condition of employment. 

Application Guidelines:

For best consideration, please submit your cover letter and resume through the Macalester Employment Opportunities webpage.  Priority will be given to candidates who apply by May 1, 2025, and the position will be posted until filled. Applications submitted without cover letters will not be considered. 

Jaclyn Howard

Talent Acquisition Manager

jhoward3@Macalester.edu

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals. Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. 

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.