Executive Assistant

SCI-Arc

Job Title: Executive Assistant

Department: Director’s Office

Reports to: Director/CEO, Vice Director/Chief Academic Officer, and the Chief Administrative Officer

FLSA Status: Full-time, Exempt

Summary

The Executive Assistant to the Directors provides daily administrative, scheduling, and academic support to the Institute Director/CEO, Vice Director/Chief Academic Officer, and Chief Administrative Officer at SCI-Arc. The position serves as the staff liaison to the SCI-Arc Board of Trustees and helps organize quarterly meetings of the Board on behalf of the Director’s office. The position helps coordinate events by outside community organizations which are hosted by SCI-Arc. This position also works closely with the Program Chairs and Director’s Office staff to help maintain the flow of information to and from the Director’s office and in supporting the needs of the faculty, staff, and students.

Responsibilities

Essential Duties and Responsibilities

  • Support the Director/CEO, Vice Director/Chief Academic Officer, and Chief Administrative Officer with the overall daily administration of the Institute with attention to detail, confidentiality, and professionalism

  • Coordinate the daily calendars of the Director/CEO & Vice Director/Chief Academic Officer including answering phones, scheduling and organizing meetings and lunches with various stakeholders

  • Coordinate complex travel and accommodation arrangements for the Director/CEO and Vice Director/Chief Academic Officer and visiting faculty and guests (as needed)

  • Administer Budget reports, compile and track expense reports and reimbursement requests on behalf of the Director/CEO, Vice Director/Chief Academic Officer and Chief Administrative Officer

  • Organize, with the Vice Director/Chief Academic Officer, quarterly meetings of the Board of Trustees, including Board Annual Retreat, and submissions for the Board meeting report

  • Maintain files and documents as related to the SCI-Arc Board of Trustees

  • Coordinate onsite events by outside community organizations which are hosted by SCI-Arc

  • Support with administrative oversight of institutional Accreditation and Compliance requirements

  • Manage yearly roster of institutional Committees and coordinate meetings/take minutes for various Board and Institutional Committees

  • Maintain updates to the annual SCI-Arc Student Handbook

  • Compose and/or review and edit all correspondence on behalf of the Director/CEO and Vice Director/Chief Academic Officer

  • Support other annual SCI-Arc events such as Undergraduate and Graduate Thesis Reviews, Main Event Fundraiser, and the Graduation Ceremony

  • Support the Chief Administrative Officer and Academic Program Chairs (as needed)

  • Support Faculty, Staff and Students (as needed)

  • Other administrative duties, as assigned

Requirements

Qualifications

  • Bachelor’s degree

  • 2-3 years Executive Assistant experience

  • Experience in higher education or a creative environment working for an architect, art museum, design firm, magazine, or PR firm is preferred

  • Attention to detail and strong organizational skills

  • Strong interpersonal skills and excellent verbal communication skills

  • Must be a self-starter and have a demonstrated ability to multi-task and work independently in a fast paced environment and maintain a professional demeanor under pressure

  • Exceptional oral and interpersonal skills required to effectively communicate general information to visitors

  • Ability to manage multiple projects or tasks at one time

  • Demonstrated ability to independently organize, prioritize and complete detailed work accurately and in a timely manner

  • Skill in writing clear, concise correspondence, memos and e-mails

  • Proficiency in Microsoft Office and substantial online research

COVID-19 Campus Exposure Prevention Policy:

SCI-Arc is committed to providing a comprehensive education to new and returning students in a safe environment. The SCI-Arc campus is only accessible to students, staff and faculty who are fully vaccinated and have received the vaccine booster, if eligible. Fully vaccinated is defined as two weeks after the second dose in a two-dose vaccine or two weeks after one dose in a single dose vaccine. Booster eligibility may be confirmed at the CDC’s website https://www.cdc.gov/coronavirus/2019-ncov/vaccines/booster-shot.html.

We offer a great benefits package with medical, dental, vision, 401(k), paid time off, and parental leave.

How to Apply

To apply, please visit our online application system https://my.sciarc.edu/ICS/Employment_Info/

SCI-Arc is an equal opportunity employer that values diversity. sciarc.edu

Apply
Posted on May 5