Administrative Assistant - Office of the President

Job Description

Administrative Assistant, Office of the President

Position Summary:

The Administrative Assistant for the Office of the President provides high-level administrative and operational support to the Office of the President and the Senior Vice President of Finance and Administration. This role is responsible for ensuring the efficient day-to-day functioning of the office through strong organizational management, administrative coordination, and responsive support to senior leadership.

The Administrative Assistant serves as a professional point of contact for internal and external constituents and is expected to exercise exceptional discretion, judgment, and professionalism in handling sensitive and confidential matters. This position requires a highly organized, proactive, and adaptable individual who thrives in a fast-paced, dynamic environment and is capable of managing competing priorities with accuracy and efficiency.  In addition, the Administrative Assistant is entrusted with highly sensitive and confidential information and is expected to exercise exceptional judgment, professionalism, discretion, and customer service in all interactions.

Reporting to the Operations Manager for the Office of the President, the Administrative Assistant plays a key role in supporting executive operations, contract administration workflows, and general office management functions.

Essential Duties and Responsibilities:

Executive and Administrative Support

• Provide administrative support to the Office of the President and direct scheduling support for the Senior Vice President of Finance and Administration.

• Manage complex calendar coordination for the Senior Vice President of Finance and Administration, including scheduling meetings, resolving conflicts, and prioritizing requests in alignment with institutional priorities.

• Serve as a professional and responsive point of contact for faculty, staff, students, external partners, and visitors interacting with the Office of the President.

• Draft, proofread, and manage correspondence, meeting materials, and administrative documents with a high degree of accuracy and professionalism.

• Support meeting logistics, including room reservations, catering coordination, technology arrangements, and preparation of materials.

• Assist with general office operations, including mail distribution, supply ordering, file management, and maintaining organized office systems.

• Support special projects and initiatives originating from the President's Office and Executive Council.

Contract Administration and Operational Coordination

• Support contract administration processes for the Senior Vice President of Finance and Administration by tracking approvals, and monitoring execution timelines.

• Help maintain and organize the institution’s contract database and related records to ensure accuracy, accessibility, and compliance with established processes.

• Coordinate with internal departments and external vendors to facilitate timely completion of contract-related workflows.

• Assist in maintaining administrative procedures and tracking systems that improve operational efficiency and accountability.

Office Operations and Communication

• Support the Operations Manager in maintaining efficient workflows and administrative processes within the Office of the President.

• Prioritize and manage multiple assignments simultaneously while responding effectively to shifting priorities and deadlines.

• Coordinate institutional events, presidential receptions, ceremonies, and other special functions as assigned.

• Handle sensitive and confidential information with the utmost discretion and professionalism.

• Maintain strong working relationships with senior leadership, faculty, staff, and external constituents.

• Contribute to a professional, collaborative, and service-oriented office environment.

• Perform other duties and special projects as assigned in support of the Office of the President and institutional priorities.

Qualifications:

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

• Minimum 3 years of progressively responsible administrative support experience, preferably supporting senior-level executives in higher education, nonprofit, corporate, or similarly complex environments.

• Demonstrated ability to manage multiple priorities in a fast-paced and demanding environment.

• Exceptional organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Proven ability to exercise sound judgment and maintain confidentiality with sensitive information.

• Experience coordinating calendars, meetings, and administrative processes for senior leaders.

• Experience supporting virtual and hybrid meetings using Microsoft Teams, Zoom, and related conferencing technologies.

• Proficiency with Microsoft Office Suite, Adobe, and related administrative technologies.

Preferred Skills, Knowledge and Abilities:

• Demonstrates technological fluency and a commitment to leveraging technology to improve efficiency, organization, communication, and service delivery within the Office of the President.

• Highly organized, proactive, and dependable.

• Commitment to inclusive and exceptional customer service and constituent engagement.

• Ability to work independently while also collaborating effectively as part of a team.

• Professional demeanor with strong discretion and emotional intelligence.

• Ability to anticipate needs, adapt quickly, and manage competing priorities with composure.

Reporting Structure:

This position reports to the Operations Manager for the Office of the President and works closely with the President, Senior Vice President of Finance and Administration, Senior Vice President of Strategy, Planning, and Enrollment, Executive Council members, and other institutional stakeholders.

Position Details:

The job grade for this position is Grade 4.

The expected hourly range for this position is between $27.18 - $32.82 which reflects what we reasonably expect to pay for this role.

At this time, the university is unable to sponsor applicants for H-1B visas.

This is an in-person position with a 37.5-hour work week schedule. 

Compensation and Benefits

Wentworth Institute of Technology is committed to fair, transparent, and legally compliant compensation practices. We believe that clarity about pay structures and ranges supports equity, fosters trust, and ensures a positive workplace for all employees.

Please visit here to see the comprehensive benefits package offered to support the best experience for our employees. https://wit.edu/careers/work-wentworth

Inclusive Excellence at Wentworth

Inclusive Excellence is one of the four pillars of the Strategic Plan. Actively and intentionally cultivating a diverse and culturally competent institution where each member has the opportunity and support to reach their full potential and make contributions to our campus community and beyond is Inclusive Excellence at Wentworth.

To find out more about the Wentworth’s commitment to Inclusive Excellence, please visit the website https://wit.edu/about/inclusive-excellence.

All applicants have the right to accessibility support and accommodations. To request accessibility support or accommodations, contact the Executive Director of Equity and Compliance, Catlin Wells, at [email protected].

E-Verify for Employment Eligibility Verification (Form I-9)

Wentworth participates in E-Verify. E-Verify is an internet-based system that compares information from your Form I-9 to records available to the U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) to confirm that you are authorized to work in the United States.