Executive Assistant, Vice President, General Counsel and Secretary to the Corporation

Job Description Summary

The Executive Assistant provides efficient, effective, and confidential administrative support to the Vice President, General Counsel, and Secretary of the Corporation (“VP”). This position is responsible for interfacing with other university departments, facilitating the VP’ activities, managing the administrative workflow within the VP’s office, and interacting frequently with the President’s Office, the offices of other Cabinet members, and members of the Board of Trustees.

Essential Functions

This position works closely with the VP on a wide variety of administrative matters across all areas of responsibility. Essential functions include the following:

Related to support for Secretary of the Corporation function:

• Interact with members of the Board of Trustees, respond to Trustee inquiries.
• Schedule, plan, set up, execute, coordinate, and manage the logistics and services of the Board of Trustees and Committee meetings (generally two in-person meetings on campus each year, plus additional remote meetings).
• Support a clear and consistent process for the creation of documents, including minutes, attendance verification, and meeting materials.
• Upload materials into and manage the board portal, including site permissions to ensure confidentiality, and provide support related to accessing materials on the board portal.
• Work closely with colleagues to ensure the delivery of administrative support to the Board committees, including the recording of minutes, materials preparation, and meeting details.
• Create and/or maintain an up-to-date calendar of all scheduled meetings, the trustee directory, templates, checklists, surveys, charts, and other materials related to the Board of Trustees.
• Monitor the budget for the Office of the Board of Trustees and draft new budget requests and forecasts for VP’s review.  Monitor spending budget/activities for outsourced contractual engagements.  
• Participate in the staffing of Board meetings and events, some of which occasionally occur in the evening or weekend.
• Assist in the planning of orientation for new trustees and continuing professional development for all trustees.
• Manage the institutional membership in the Association of Governing Board (AGB), including to ensure that trustees and administrators have access to the resources provided by AGB.

Related to support for General Counsel function:

• Edit, format, review, and/or draft legal documents, memoranda, and correspondence
• document preparation, proofreading, and review, physical record-keeping and digital file management, all requiring the highest level of confidentiality and discretion.

Related to support for both functions:

• Assist in the management of a high volume of confidential documents, communications, and other sensitive information.
• Compose and edit correspondence, manage distribution of communication material, research and compile material for meetings, may attend meetings and take and distribute minutes, handle follow up items from meetings.
• Maintain digital files in an electronic document management system (DMS).
• Generate new categories, matters, and files in the DMS.
• Scan and file materials to corresponding DMS matters and categories.
• Assure and encourage the use of versioning in document creation, concluding with the final signed document (as appropriate).
• Perform DMS searches for files.
• Assemble, organize, and maintain physical files (as needed).
• Schedule appointments and monitor the VP’s schedule and calendar to ensure that it allows for adequate time to meet all obligations.  Respond to situations and challenges as they occur, prioritizing the impact on the flow of the VP’s daily schedule.  Provide timely response to daily needs.  Organize logistics for meetings hosted by the VP.
• Review and submit for processing invoices from outside vendors and outside legal counsel and engage in follow-up to ensure prompt processing and payment.  
• Serve as ambassador for the VP. Serve as departmental point of contact for external individuals and organizations, coordinating or directing calls and visitors as needed. Use professional discretion to make preliminary inquiries and assessments to help resolve problems or expedite matters.      
• Coordinate the VP’s business travel, managing business travel arrangements and ensuring that meeting materials are prepared and delivered in a timely manner. Make business travel arrangements for the VP, as requested.     
• Develop reports and presentations for the VP to present to the president, cabinet, trustees, and other constituencies.  
• Prepare and monitor purchase orders.  Reconcile purchasing card and travel card statements.  Coordinate with appropriate administrative department(s) to resolve budget-related questions. Monitor and order supplies for the department.  
• Work closely with other executive assistants in supporting the strategic goals of the President’s Cabinet.
• Support the hiring and onboarding processes in the department.
• Support special projects and other duties as assigned.

Minimum Qualifications

• Education: (1) bachelor’s degree plus 3 years of progressively responsible professional executive or administrative support experience; or (2) associate’s degree plus 5 years of progressively responsible professional executive or administrative support experience; or (3) 7+ years of progressively responsible professional executive or administrative support experience. Note that experience may have been gained concurrently while pursuing education.   
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, OneDrive, and Adobe Acrobat Pro.
• Experience in a fast-paced environment.
• Attention to detail and commitment to accuracy.
• Work independently and without direct supervision.
• Demonstrated ability to effectively interact with individuals at all levels with poise and diplomacy; ability to triage and set priorities, perform multiple tasks simultaneously, maintain confidentiality of sensitive and confidential information, meet tight deadlines, and work under pressure.
• Demonstrated ability to take initiative, organize, prioritize, and manage conflicting goals and agendas. Dedicated team player with strong customer service orientation. 
• Strong written and verbal communications skills.
• Available and willing to work occasional nights and weekends, as needed, to support the VP with Board of Trustees meetings and other University events.
• Available and willing to work in-person in an office environment.  This position may be able to work remotely one to two days per week on the days the VP is working remotely and if the nature of the work to be done on those days is conducive to being done remotely.

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Preferred Qualifications

• Employment experience at a higher education institution in a legal office or office of the board of trustees.
• Experience supporting one or more members of the senior leadership of an institution or business enterprise.
• Proficiency with Diligent board portal and/or Qualtrics.

Work Environment

• Normal office environment
• Regular use of a computer keyboard and mouse. High volume of work and need for accuracy is essential.
• Must be flexible to work additional hours, as needed.

Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.