About Mills College: Located in Oakland, California, in the heart of the San Francisco Bay Area, Mills College is a liberal arts college for women and gender non-binary students, with graduate programs for all genders. Consistently ranked one of the top master's universities and one of the best value colleges in the West by U.S. News & World Report, Mills also has been named one of the Best Colleges in the nation by The Princeton Review. The Mills experience is distinguished by small, interactive classes, one-on-one attention from exceptional faculty, a culture of creative experimentation, and cutting-edge interdisciplinary learning opportunities which empower students to make a statement in their careers and communities. As one of the most diverse liberal arts colleges in the country, we have a strong record of academic success with first-generation students, students of color, Latinx students, LGBTQ students, and other underrepresented students. Mills College has recently become a Hispanic Serving Institution. Applicants with expertise and experience in supporting and promoting success for Latina/o students are encouraged to apply.
Mills College encourages diversity in hiring and particularly welcomes applications and nominations from women, gender non-binary individuals, and minorities. Mills College seeks to recruit and retain a diverse workforce as a reflection of our commitment to equity, inclusion, and social justice and our desire to maintain the excellence of our faculty. In so doing, we offer our students not only the opportunity to learn about varied disciplines but to engage with diverse perspectives and ways of knowing and learning. For more information, please visit https://www.mills.edu/
Reports to: Office Manager and Board Secretary, Presidents Office with dotted line to Vice President for Strategic Partnerships Supervises: Student Assistant, Presidents Office
Summary of Position
The Executive Assistant in the Presidents Office plays a critical role in providing high-level, on-the-ground support in the coordination, management, and implementation of the daily administrative operations, special projects, and weekly/monthly/annual events of the offices of the President, Board of Trustees, and Vice President for Strategic Partnerships. In addition, this position coordinates maintenance of the Presidents House, and works closely with the staff members of the Presidents Office and other senior leadership offices of the College. Primary functions include direct administrative support to both the Office Manager and VP for Strategic Partnerships, event planning, coordinating, and managing, budget management, heavy calendaring, and leading special projects.
Essential job functions
Provides hands-on support to the Office Manager in managing the high-volume schedule and complex calendar for the President and Board of Trustees, requiring expertise in exercising discretion and judgment.
Directly manages the calendar, meeting logistics, and special projects for the Vice President for Strategic Partnerships.
Proactively manages monthly budgets and expense reconciliations for Presidents Office, Presidents House, Board of Trustees, and VP for Strategic Partnerships, and conducts monthly forecasts to ensure that decisions made are fiscally sound and in line with financial targets and goals.
Coordinates and prepares confidential and/or sensitive material such as correspondence, speeches, memos, reports, and board materials with a high degree of accuracy and thorough attention to detail.
Ensures timely receipt of and reviews background materials for meetings and events involving the President, and appropriately queries campus partners when additional information is needed.
Manages correspondence queue for items requiring the presidents signature in coordination with campus partners; monitors and tracks incoming and outgoing correspondence, as appropriate.
Represents the Presidents Office to and serves as initial point of contact for office visitors?interacting with trustees, College officers, managers, faculty, staff, students, and distinguished individuals external to the College?and answers questions, incoming calls, emails, and mail, making independent decisions on routing and resolution of issues that arise.
Promotes an open and inclusive environment in the Presidents Office by welcoming all internal and external visitors and assisting them as needed, including answering questions, directing or referring to other offices or College personnel, listening to concerns or complaints, and resolving issues when possible.
Supervises and directs the work plan for the Student Assistant in the Presidents Office, in consultation with the Office Manager.
Provides back-up coverage for Office Manager.
Organizes, manages, and provides administrative support for special projects and other duties as assigned.
Plans, coordinates, and manages logistics for the high-volume (weekly/monthly/annual) presidential events, both small and large, at the Presidents House and Garden, as well as other campus locations and off-campus sites, working closely with campus staff in numerous departments (Provosts Office, Institutional Advancement, Alumnae Association, Events, Facilities, IT, Audio Visual, etc.), Mills on-site caterer, Bon Appetit, and external vendors and clubs.
Plans, coordinates, and manages logistics for three annual Board of Trustees meetings as well as off cycle board and committee meetings throughout the year, including dinners and retreats, working closely with the Office Manager and other College and external offices.
Manages events at the Presidents house and other on campus venues.
Manages scheduling of and billing for the Presidents housekeeper.
Acts as liaison to and host/greeter for invitees to the Presidents House during events.
Directs and coordinates invitees to the Presidents House, including housekeeping staff, caterers, contractors, vendors, and facilities employees.
Manages the operations of the house and grounds to ensure they are routinely maintained at a standard that is appropriate for hosting presidential events.
Assists the President and First Lady with tasks requested of Facilities including routine maintenance.
Establishes and enforces operating procedures related to utilization of the Presidents House and garden for College events.
Bachelor degree is preferred
Five + years of high level administrative support to an executive (preferably in higher education).
Experience working with boards of directors/trustees and/or nonprofit governance preferred.
Banner 8 or 9 experience preferred.
Skills, Knowledge and Abilities
Highly effective and diplomatic oral and written communication skills and customer service orientation for engaging with complex and diverse internal and external constituents, including all levels of College personnel, external and VIP visitors, trustees, alumnae, students, and other community members
Extremely efficient in time management.
Exercise initiative, discretion, and independent judgment in carrying out assigned responsibilities.
Exceptional attention to detail and decision-making skills to respond to a fast paced office with varying assignments.
Proactive approach to organizing, prioritizing, and managing multiple tasks
Advanced computer skills (MS Office applications-including PowerPoint, Word, and Excel; Google products; experience using Adobe Acrobat X Pro preferred)
Ability to anticipate and plan forward 12 months.
Ability to maintain confidentiality and a strong track record in handling complex and sensitive matters.
Ability to absorb and summarize information accurately.
Promote an open, inclusive environment that emphasizes cooperation and teamwork.
Ability to collaborate and develop an integrated team approach with other office staff to ensure timely and efficient performance of office operations.
This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.
This is a full-time, exempt position with an FTE of 1.0. Salary is commensurate with experience and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with college-matching after 6 month qualifying period, 10 days of vacation for year one, 15 days of vacation for years 2-10, and 22 days of vacation years 10+ plus, 12 sick days and 10 paid holidays annually. Staff members also receive free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period. Voluntary benefits include: pet insurance, long-term care insurance, legal-assistance insurance, cellular provider discounts and computer hardware discounts.
Mills is an independent liberal arts college for women with graduate programs for women and men. The College educates students to think critically and communicate responsibly and effectively, to accept the challenges of their creative visions, and to acquire the knowledge and skills necessary to effect thoughtful changes in a global, multicultural society. Mills encourages openness to experimentation in the context of established academic disciplines. Programs are designed to reflect the importance of global issues, provide an understanding of the natural world, and enhance opportunities for women in their developing roles throughout society. The curriculum combines traditional liberal arts with new educational initiatives that recognize the value of cultural, racial, and ethnic diversity. Inspired by a teaching philosophy that grows out of its longstanding dedication to women?s education, Mills provides a dynamic learning environment that encourages intellectual exploration. The faculty of nationally and internationally respected scholars and artists is dedicated to developing the strengths of every student, preparing them for lifelong intellectual, personal, and professional growth.