Lehigh University
Lehigh University is an affirmative action/equal opportunity employer and does not discriminate on the basis of age, color, disability, gender, gender identity, genetic information, marital status, national or ethnic origin, race, religion, sexual orientation, or veteran status. Lehigh University provides comprehensive benefits including partner benefits.
The Executive Secretary will provide comprehensive executive level administrative support for the Vice President of Development and Alumni Relations (VP). They will be expected to be proactive, meet, determine, and communicate deadlines, work independently on large and complex projects, from conception to completion, and be customer service oriented. The Executive Secretary will also be expected to partner and collaborate with the Executive Director, VP Operations, organizing and setting agendas for VP led meetings.
This position is a Grade: 8-37.5 with an approximate salary range of $43,290-$51,960 and is subject to change based on experience, skills, and qualifications
Lehigh University offers a comprehensive and family-friendly benefits package that includes but is not limited to Health Care, Retirement and Educational benefits. Information can be found on our website at https://hr.lehigh.edu/benefits
Position Number: S77600
1. Project management
- •Handle a wide variety of projects in support of both the VP and Executive Director of VP Operations. Projects could range from relatively short follow up initiatives stemming from meetings to multi-layered and relatively long live projects involving operational planning and execution.
- •Serve as an ambassador for the Vice President's office with members of the Development and Alumni Relations team. The Executive Secretary will be asked to relay messages and tasks from the VP to staff and track the follow up. It is important to note that in these situations, the Executive Secretary is representing the VP in such circumstances.
- •Work in close partnership with the Executive Director of Administration and Executive Director of VP Operations on all department wide communications, retreats, annual planning and related agendas. Also, work with Executive Director, VP Operations to organize and plan and create agendas for all Executive Team meetings.
- •As the first point of contact in many cases for the Vice President's office, the Executive Secretary is expected to communicate proactively and always with a customer service mindset. The Executive Secretary will manage communications from other areas of the department as well as outside the department. Take independent action on handling requests, determine appropriate course of action and intervene when necessary.
2. Communications/Presentations
- •Prepare letters, a portion or all of which may be composed by the Executive Secretary. Transcribe reports and letters prepared by the Vice President.
- •Develop and prepare presentations to the Board of Trustees and internal and external audiences.
- •Prepare the VP for meetings including preparing agenda and other related materials and taking minutes as requested.
- •Provide exceptional telephone support with a high degree of tact and knowledge while responding to internal and external requests and process requests accordingly.
- •Perform administrative duties with a wide latitude for exercising discretion and judgment.
- •Maintain department confidentiality of sensitive data, information, activities and decisions.
- •Exercise considerable judgment in working with highly confidential information.
3. Scheduling
- •Maintain the Vice President's calendar, including scheduling, rescheduling and prioritizing as needed.
- •Organize daily agenda, follow-up and action items.
- •Provide coordination and organizational support for meetings hosted and chaired by the Vice President.
- •Prepare correspondence and other documents in support of their activities.
- •Manage and coordinate all aspects, relating to travel for the Vice President to ensure the most effective use of their time.
- •Coordinate and distribute as appropriate, all itineraries and travel, lodging and dining reservations.
- •Arrange local connecting transportation and when appropriate drivers and directions.
- •Ensure that the VP has all the necessary papers, legal documents and currency needed for travel.
Special Considerations
Persons with disabilities who anticipate needing an accommodation for any part of the interview or hiring process may contact Lehigh's Accommodations Specialist at inada@lehigh.edu
The duties of this position may allow the employee to work partially remote as deemed appropriate by their supervisor
Qualifications
- •High school diploma or the equivalent combination of education and experience; Associates or Vocational/Technical Degree preferred
- •Three to five years related work experience
- •Excellent communication and interpersonal skills
- •Experience managing schedules and coordinating events
- •Perform administrative responsibilities including taking notes during meetings, preparing correspondence, and managing files
Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position
Only complete applications will be considered therefore please complete the application in its entirety. Once the posting is removed from the website applications may no longer be allowed to be completed.
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