Administrative Assistant, President's Office

Job Summary

Rhode Island School of Design (RISD) seeks an Administrative Assistant in the President's Office. Reporting to the Executive Assistant to the President, the Administrative Assistant provides efficient and effective administrative support with tact and diplomacy for the President's Office. The Administrative Assistant ensures that the President and all visitors to the Office are fully prepared for their daily engagements by anticipating needs and maintaining a high level of attention to detail at all times.

We seek a culturally competent candidate who will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, environmental and climate justice, and equal access to resources and opportunities.

Essential Functions:

● At the request of the Executive Assistant, provides research, bios and other background materials to support the President’s preparation for select meetings and events.

● As directed, arranges the President’s travel including lodging, air, rail and ground transportation; secures Visa(s) as needed; and provides destination-specific background information. Prepares and provides detailed comprehensive itineraries, coordinating among various offices (most often Institutional Advancement and Marketing and Communications) to do so. Sends contact lists to the President to facilitate ease of travel. Organizes travel receipts, tracks expenses per trip.

● Prepares itineraries for senior-level job candidates and other special visitors to the President’s Office. Ensures each guest has the necessary schedules and materials for their RISD visit and assists with other accommodations, such as dining and transportation as requested.

● Researches, selects, orders and sends gifts of appreciation and/or cultivation on behalf of the President

● Processes all financial transactions for the President’s Office, including credit card purchases, monthly credit card reconciliations, travel expense reports, check requests and reimbursements. Prepares purchase orders and contracts for the President’s Office as needed. Monitors and maintains inventory of office and kitchen supplies, ensuring appropriate quantity is available, organized, and accessible in support of office projects. Ensure that machines are functional.

● May serve as an initial point of contact for telephone calls and acts as a greeter to visitors to the President’s Office, providing professional, high-level hospitality to members of the community, special guests, and VIPs.

● Initiate and track IT and Facilities work order requests on behalf of the President’s Office. Provide updates as needed.

Required Knowledge/Skills/Experience:

Requires high attention to detail, tact, discretion, composure under pressure and the ability to always act in the best interest of the President and the College.

Ability to effectively liaise and coordinate with others.

Ability to interpret and prioritize requests for information, proactively anticipate needs and provide strong follow up.

Facility with technology and an aptitude for and interest in learning/utilizing new technologies.

High level of functionality in the use of Google Suite and Microsoft Office programs and proficiency with Apple systems.

Excellent organizational skills, interpersonal skills, and verbal and written communication skills.

Demonstrated ability to work in a high-impact, deadline-oriented environment,

Ability to proofread documents required.

Solutions-oriented with the ability to relate well to diverse populations and to help foster a community environment.

Bachelor’s degree or equivalent combination of education and experience.

Minimum of five years’ experience providing administrative support with at least three years supporting a senior executive or senior management level.

Union:

No

Work Schedule:

35 hours per week; 12 months per year

Employment Status:

Full-Time; Regular; Non-Exempt

Grade:

830NE

Documents Needed to Apply:

Resume (Required)

Cover Letter (Required)

Salary Grade Structure

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

For internal use only - Job Family:Administrative Support Services

R-01430