Executive Assistant and Project Coordinator

Bryn Mawr College has an opening for an Executive Assistant and Project Coordinator.

POSITION OBJECTIVES:

The Office of College Communications tells Bryn Mawr College's story clearly, consistently, and compellingly to a variety of audiences. This position supports the communications office's mission to promote awareness and recognition of Bryn Mawr College and its community of student scholars, faculty, staff, and alumnae/i.

Reporting to the Chief Communications Officer (CCO), the Executive Assistant will do this work by providing high-level administrative support to the CCO and their direct reports within the Office of Communications at Bryn Mawr College. Under the direction of the CCO, the Executive Assistant performs a variety of complex administrative functions to ensure the smooth operation of the office and serves as the Communication’s Office office manager.

Responsibilities include overseeing ongoing and special projects, keeping the calendar for the CCO and scheduling meetings for them and their direct reports, developing systems to manage daily activities, and ensuring effective communications flow across the office and with campus partners. The individual will collaborate with other office team members to deliver excellent service to students, staff, faculty, alumnae/i, organizations, vendors, and others who are integral to achieving the office’s goals.

Key duties involve scheduling, room booking, and maintaining calendars for meetings, events, and appointments with shifting priorities and deadlines; tracking progress, managing timelines, and coordinating with vendors for the production of printed materials; coordinating business travel logistics, and managing expense reimbursements; and preparing meeting agendas, taking notes, and organizing necessary materials. The Executive Assistant also assists with special projects related to marketing campaigns, communications initiatives, and analytics reporting. Additional responsibilities include managing filing systems, requisitioning supplies, managing financial systems and payments, and supporting divisional functions. Performs other duties as assigned.

Schedule: Full-time, 35-hours a week, non-exempt. 12-month, hybrid 1-2 day per week remote/ 3-4 days on-campus work schedule, which is subject to college policy; may include occasional evening and weekend commitments. Communication outside of standard office hours may be required.

POSITION RESPONSIBILITIES:

  • 35% Assist the CCO in all aspects of day-to-day operations, including disseminating information, participating in committees, and handling confidential materials. Provide high-level administrative and organizational support to the CCO and the Communications leadership team, including maintaining calendars and contacts, booking rooms and Zoom meetings, arranging travel logistics, preparing correspondence, assisting with reporting, preparing PowerPoint presentations, managing project management software (Monday.com), ensuring the organization of files, and organizing of meeting materials.
  • 20% Regularly interact with a broad range of college-wide constituents, facilitating effective communication across various departments. Ensure smooth communication and collaboration by clarifying service requests, facilitating print production needs, scheduling cross-departmental meetings, and managing logistics to align with broader marketing and communications initiatives. Monitor the communications@brynmawr.edu email address and respond to queries in a timely manner with accurate information.
  • 15% Tracking project expenditures and action items, project progress, timelines, and effectively communicating with teams and stakeholders. Working with vendors involved in the production and delivery of communications and marketing materials, including requesting quotes, estimates, and vendor invoices, coordinating on-time delivery of finished products, and ensuring relevant vendor invoices are paid.
  • 10% Maintain and track all Communications office budgetary expenditures and projections, manage project codes, and submit monthly reports to the CCO. Ensure timely and accurate documentation and process contracts, invoices, travel forms, purchase orders, receipts, and transfers for office budgets; process expense reports, reimbursements, and invoices; register vendors and contract payments for office staff; serve as allocator for CCO’s business credit card and reconcile monthly credit card statements for multiple staff.
  • 5% Plan and coordinate office and sub-office meetings and events, ensuring smooth logistics execution and effective collaboration across the office.
  • 5% Create an exemplary customer service experience by tactfully responding to general inquiries and exercising sound judgment in addressing and resolving issues for internal and external stakeholders. Maintain a high level of confidentiality regarding sensitive college, staffing, and personnel information. Participate in developing and implementing departmental policies and procedures, exercising tact, integrity, and sound judgment in all matters delegated by the CCO or their direct reports.
  • 5% Serve as building advocate. Keep common areas organized and oversee basic building functions (distributes incoming mail and packages, etc.). Act as liaison with Facilities and Housekeeping departments regarding the maintenance of Dolwen House. Coordinate office copier maintenance, troubleshooting needs, and ordering relevant supplies; mail printed items as needed, and maintain office supply inventory.
  • 5% Coordinates hiring, onboarding, and offboarding logistics for student and permanent staff.

Qualifications

SKILLS, ABILITIES, EXPERIENCE AND EDUCATION:

  • Must have a high school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
  • At least 2 years of administrative assistant experience with exposure to an executive-level environment preferred.
  • Valid Driver’s License required.
  • Strong attention to detail is required, and an ability to utilize data and insights to make decisions.
  • Superior organizational and time management skills are required - must be able to effectively prioritize and meet deadlines.
  • Proficiency with Microsoft Office 365 (Excel, Outlook, PowerPoint, Word) for word processing, presentations, spreadsheets, and calendars.
  • Proficiency with One Drive and SharePoint or similar software, including managing shared files, organizing collaborative projects, and facilitating seamless communication and document sharing across teams and departments.
  • Proficiency in project management software.
  • Ability to establish and maintain effective and cordial working relationships with people inside and outside the college.
  • Ability to create comprehensive budget reports, track ongoing spending against available funding, and work with numbers and financial statements.
  • Ability to manage multiple projects in a fast-paced academic environment while maintaining accuracy of work.
  • Demonstrated ability to learn to use unfamiliar platforms and software that will include PeopleSoft, Workday, GRAM, Financial Edge, and E-Market. 
  • Ability to work within a continuous improvement environment; able to receive feedback with a positive attitude and a commitment to personal accountability.
  • Brings diplomacy and collegiality to capably address challenges; willing to tackle issues and collaboratively resolve them. Self-directed with a solutions-oriented attitude; values and inspires a positive work environment. Have professional demeanor, able to support cross-functional coordination and possess excellent judgment.
  • Demonstrated ability to effectively and collaboratively work as part of a cross-functional team as well as independently.
  • Demonstrated excellent organizational time management skills.
  • Ability to handle confidential matters with discretion.
  • Demonstrated cross-cultural sensitivity, a desire to work with a diverse population, and a commitment to equity and inclusion.
  • Experience in a university environment in administrative support and/or customer service is preferred.
  • Ability to occasionally work evenings or weekends for special college events. Possession of and willingness to use personal mobile device to receive phone calls and/or text messages during these additional hours.
  • Ability to demonstrate a strong commitment to the college’s mission and to its students, faculty, and staff.

ADA REQUIREMENTS:

  • Ability to perform tasks such as typing and filing.
  • Frequent use of a keyboard, mouse, and phone, which may involve repetitive movements.
  • Requires the ability to focus on email, word processing, spreadsheets, and documents for extended periods and manage multiple tasks simultaneously.
  • Occasional Lifting: Ability to lift and carry office materials, files, and supplies up to 20-25 pounds (e.g., boxes, office equipment).
  • Must be mobile across campus and be able to attend meetings in various campus locations on different floors of buildings to attend departmental events or presentations.

Application Instructions

To express interest in this role, please upload a cover letter, resume and contact information for three professional references to Interfolio: https://apply.interfolio.com/168258

 

ABOUT THE INSTITUTION

Bryn Mawr College is located in the Philadelphia, Pennsylvania region. The College serves a population of approximately 1,700 students at both the undergraduate and graduate levels. Campus is easily reached by public transportation as well as most major highways. The College offers competitive salaries and excellent benefits. Bryn Mawr College is an equal opportunity employer that believes that diversity strengthens our community.