Executive Secretary to Vice President of Admissions & Business Development

Hillsdale College
September 23, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Part time
Working type:N/A
Ref info:N/A
Executive Secretary to Vice President of Admissions & Business Development

Job Locations US-MI-Hillsdale

Posted Date 19 minutes ago(8/24/2023 10:19 PM)



# of Openings




This part-time position fills the role of Executive Secretary for Business Development and provides confidential clerical, office, and administrative support to the Vice President of Admissions & Business Development in a well- organized and timely manner. This position plays an integral role in the departments' overall productivity and success.

  • Manage general office operations including phone calls, filing (paper and digital), correspondence, travel arrangements and itineraries, and monthly MasterCard reconciliation. Assists the Vice President and the department by providing office support that includes: scheduling and daily calendar review, research, writing and editing short documents and emails.
  • Meeting and event management. Coordinates and prepares for meetings, reserves room locations and amenities (food, whiteboard, flip charts, etc.), sets up meetings, including preparing the room and coordinating off-campus call-ins.
  • Manage small projects and assists with general project management efforts like scheduling, monitoring deadlines, and general communication as needed.
  • Acts as budget liaison with Financial Affairs and provides updated budget reports and reconciliation as needed.
  • Helps manage the flow of information and documents for projects using Microsoft Office, Teamwork Projects, and Trello to manage task assignments and communications.
  • Anticipates needs and expectations, offers suggestions regarding the improvement of work, and points out risks to be addressed.
  • Contributes to productivity at all levels. Makes department as efficient as possible. Is responsive, adaptive, and flexible in changing circumstances.
  • Handles inquiries directed to department and coordinates response efforts.
  • Coordinates print materials and ordering of supplies, including managing vendors.
  • Assists in after-hour activities as needed. Perform additional duties that may be assigned.
  • Qualifications

    Qualifications To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook (especially Calendar).
  • Excellent grammar, writing, and editing skills.
  • Understanding Google Docs, cloud storage, and database systems.
  • Education and Experience A degree or certificate in business, or equivalent experience, is preferred. Three plus years of relevant administrative and general office management experience is required.

    Physical Requirements

    Ability to read, write, hear, speak, and communicate effectively. Ability to operate basic office equipment to include, copier, printer, computer equipment, display monitors and the like. Position is largely sedentary. Occasional lifting of office supplies, small boxes, etc. is necessary.

    Other Skills

  • Ability to communicate on all levels—oral and written. Must have good communication and outstanding interpersonal skills that are evident in the ability to collaborate well with others. 2. Proficiency in analyzing and solving problems related to projects. 3. Proactive and independent 4. Attention to detail, great organizational skills, ability to juggle multiple projects efficiently and simultaneously. 5. Understand unspoken needs, have a high level of emotional intelligence, ability to manage conflict and respond with situational appropriateness. 6. Ability to practice discretion and maintain privacy. 7. Ability to meet deadlines under pressure.
  • Personal Characteristics

    Admissions and Business Development interacts with the entire Hillsdale College audience including guests and constituents. A neat, polished appearance and a pleasant relationship that is supportive of the College mission is essential. This relationship needs to be supportive and professional, while maintaining confidentiality as needed.

    Code of Commitment

    Be a good representative of Hillsdale College to promote the liberal arts, the College's original Articles of Association and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position.

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