GIRARD ESTATE
Executive Assistant to the Vice President of Operations
GIRARD ESTATE, Philadelphia, Pennsylvania, United States, 19121
Job Details
Level Experienced
Job Location Girard College - Philadelphia, PA
Position Type Regular Full Time
Education Level Bachelor's Degree
Salary Range $75000.00 - $80000.00
Description
The Executive Assistant to the Vice President of Operations provides high-level administrative support and coordination to ensure the smooth and efficient function of the Office of Operations. This role serves as a strategic partner to the Vice President, acting as a key liaison across internal departments and external stakeholders. The Executive Assistant manages schedules, prepares high-level reports, supports project execution, and ensures alignment with the College's operational priorities. The position directly supports the Vice President of Operations and supports Senior Directors of the Operations department in collaboration with the Office of Student Experience (OSE) and the Office of Advancement.
Key Responsibilities:
Calendar and Office Management for the Vice President Manage the Vice President's calendar, including scheduling meetings, coordinating travel arrangements, and prioritizing requests with discretion and foresight. Prepare agendas, compile materials, and document minutes for key meetings, ensuring timely follow-up on action items. Draft, edit, and proofread correspondence, reports, presentations, and other materials on behalf of the Vice President. Maintain organized files and systems related to contracts, operational plans, and administrative records. Assist with budget tracking, invoice processing, and vendor documentation as needed.
Board Liaison Role for the Budget & Finance Subcommittee Prepare and distribute the monthly Budget & Finance Subcommittee Report to the Chair and members of the Board of City Trusts, ensuring accuracy, clarity, and timely delivery. Prepare the monthly Operations Report for internal review, to be shared with the Executive Assistant to the President.
Operations Department Support Support coordination of campus-wide operational events and initiatives, such as staff appreciation activities, community service projects, and interdepartmental collaborations. Serve as a liaison between the Vice President and internal departments, vendors, and community partners, fostering collaboration and clear communication. Maintain and update monthly Key Performance Indicators (KPIs) for each operations department, tracking performance and identifying areas for follow-up. Coordinate and track departmental projects and initiatives, supporting deadlines and deliverables in alignment with college goals.
Qualifications
Qualifications: A mission-driven mindset aligned with Girard College's values of equity, service, and student-centered excellence. Bachelor's degree required, Master's degree preferred; equivalent combination of education and government experience considered. Minimum 5 years of executive-level administrative support, preferably in education, nonprofit, or operations settings.
Key Competencies: Confidentiality & Discretion: Demonstrated commitment to handling sensitive information with professionalism, tact, and strict confidentiality. High Emotional Intelligence: Builds positive relationships across all levels at Girard College, Girard College Estate, and Board of Directors of City Trust; works well in team setting and fosters collaboration among departments. Excellent written and verbal communication skills. Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and comfortable learning new systems; experience with project management tools a plus. Organizational Excellence: Ability to effectively manage complex calendars, prioritize tasks, and coordinate multiple moving parts to ensure seamless operations and executive support. Communication Skills: Strong written and verbal communication skills, including the ability to draft professional correspondence, take clear meeting minutes, and represent the Vice President of Operations in communications with internal and external stakeholders. Strategic Thinking & Problem Solving Initiative: Capable of understanding high-level operational priorities and aligning administrative support accordingly; proactive in identifying issues, proposing solutions, and taking independent action to resolve challenges before they escalate.
Girard College is an equal opportunity employer and actively encourages applications from people of all backgrounds. Compensation is competitive and commensurate with experience. We offer a complete benefits program and opportunities for professional growth.
Level Experienced
Job Location Girard College - Philadelphia, PA
Position Type Regular Full Time
Education Level Bachelor's Degree
Salary Range $75000.00 - $80000.00
Description
The Executive Assistant to the Vice President of Operations provides high-level administrative support and coordination to ensure the smooth and efficient function of the Office of Operations. This role serves as a strategic partner to the Vice President, acting as a key liaison across internal departments and external stakeholders. The Executive Assistant manages schedules, prepares high-level reports, supports project execution, and ensures alignment with the College's operational priorities. The position directly supports the Vice President of Operations and supports Senior Directors of the Operations department in collaboration with the Office of Student Experience (OSE) and the Office of Advancement.
Key Responsibilities:
Calendar and Office Management for the Vice President Manage the Vice President's calendar, including scheduling meetings, coordinating travel arrangements, and prioritizing requests with discretion and foresight. Prepare agendas, compile materials, and document minutes for key meetings, ensuring timely follow-up on action items. Draft, edit, and proofread correspondence, reports, presentations, and other materials on behalf of the Vice President. Maintain organized files and systems related to contracts, operational plans, and administrative records. Assist with budget tracking, invoice processing, and vendor documentation as needed.
Board Liaison Role for the Budget & Finance Subcommittee Prepare and distribute the monthly Budget & Finance Subcommittee Report to the Chair and members of the Board of City Trusts, ensuring accuracy, clarity, and timely delivery. Prepare the monthly Operations Report for internal review, to be shared with the Executive Assistant to the President.
Operations Department Support Support coordination of campus-wide operational events and initiatives, such as staff appreciation activities, community service projects, and interdepartmental collaborations. Serve as a liaison between the Vice President and internal departments, vendors, and community partners, fostering collaboration and clear communication. Maintain and update monthly Key Performance Indicators (KPIs) for each operations department, tracking performance and identifying areas for follow-up. Coordinate and track departmental projects and initiatives, supporting deadlines and deliverables in alignment with college goals.
Qualifications
Qualifications: A mission-driven mindset aligned with Girard College's values of equity, service, and student-centered excellence. Bachelor's degree required, Master's degree preferred; equivalent combination of education and government experience considered. Minimum 5 years of executive-level administrative support, preferably in education, nonprofit, or operations settings.
Key Competencies: Confidentiality & Discretion: Demonstrated commitment to handling sensitive information with professionalism, tact, and strict confidentiality. High Emotional Intelligence: Builds positive relationships across all levels at Girard College, Girard College Estate, and Board of Directors of City Trust; works well in team setting and fosters collaboration among departments. Excellent written and verbal communication skills. Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and comfortable learning new systems; experience with project management tools a plus. Organizational Excellence: Ability to effectively manage complex calendars, prioritize tasks, and coordinate multiple moving parts to ensure seamless operations and executive support. Communication Skills: Strong written and verbal communication skills, including the ability to draft professional correspondence, take clear meeting minutes, and represent the Vice President of Operations in communications with internal and external stakeholders. Strategic Thinking & Problem Solving Initiative: Capable of understanding high-level operational priorities and aligning administrative support accordingly; proactive in identifying issues, proposing solutions, and taking independent action to resolve challenges before they escalate.
Girard College is an equal opportunity employer and actively encourages applications from people of all backgrounds. Compensation is competitive and commensurate with experience. We offer a complete benefits program and opportunities for professional growth.