Executive Assistant and Board Secretary

Founded in 1887, Alverno College is a four-year, Catholic liberal arts college for women sponsored by the School Sisters of St. Francis. The college also offers a robust array of graduate and degree completion programs for women and men. Student learning and personal and professional development are the central focus of everyone in the Alverno College community. As Wisconsin’s first designated Hispanic-Serving Institution, Alverno enrolls a highly diverse student body of virtually every demographic and experience.

It is an institution that has revered tradition and encouraged innovation for more than 130 years.

At Alverno College, full-time employees are eligible for health, dental, vision, disability, and retirement plan enrollment. Tuition benefits are available for employees and qualified dependents.

The Executive Assistant and Board Secretary supports the smooth and efficient operation of the President’s Office by providing high-level administrative, governance, and confidential support. This position serves as a key governance resource for the Board of Trustees and is responsible for supporting the effective operation of the Board, Board Committees, and assigned task forces. Responsibilities include coordinating meetings, preparing and distributing agendas, materials, presentations, correspondence, and official minutes, and maintaining appropriate governance records and documentation.

Working under the direction of the President, the Executive Assistant and Board Secretary manages complex scheduling for the President, Board of Trustees, Board Committees, and assigned task forces; serves as a liaison for the Office of the President on appropriate planning committees; and helps cultivate and maintain strong, professional communication and working relationships with staff, faculty, students, trustees, and other College constituencies.

• Manage all aspects of the President’s complex daily calendar and appointments, based on the President’s goals and priorities, and independently take initiative to acquire all required information and background material necessary for each meeting, including allowing the President sufficient preparation time for meetings and events
• Schedule necessary meetings; reserve rooms and order food and refreshments as needed.
• Prepare necessary forms and processing of payment for services, contracts, travel, events, etc., as directed by the President.
• Coordinate President’s travel arrangements:
  • Manage all logistics for off-campus and out-of-state travel; make reservations for all flights, rental cars, trains, hotels and meeting venues
  • Develop detailed itineraries for all off-campus Presidential travel and offsite meetings and events.
• Coordinate arrangements for speaking engagements.
• Facilitate arrangements for the President's guests, including external group affiliations when meeting on the Alverno campus.
• Work closely with VP of Advancement and appropriate staff to schedule the President’s fundraising schedule, travel and donor correspondence. Ensure that all details of donor meetings are current and complete and that the President has all necessary meeting materials and relevant donor profiles in advance.

• Assist in the coordination of special projects such as accreditation submissions and other strategic initiatives.
• Assist in the coordination of Commencement, Institute and other special events; participate and provide support as needed

• Serve as point of office contact for the President’s Office, maintaining a presence and attitude of service, hospitality and professionalism.
• Answer, screen and direct incoming telephone calls and email messages.
• Provide appropriate information and follow-through, or direct individuals to the person or department that can assist them.
• Draft, prepare, proofread and edit all correspondence and materials (or arrange to have prepared, if necessary) related to the function of the office; initiate and answer routine correspondence in consultation with the President and relevant VP(s).

• Establish…