Assistant to the Board of Trustees

Job Description

Job Description

Manages and oversees the planning, logistics and preparation for all meetings of the Board of Trustees, Boards of Advisors, and board committees that take place throughout the year, including scheduling of all meetings and related events, preparation of materials for the meetings, logistics, and overall support to the Senior Administrative Officers (SAO) and their administrative assistants.

Provides support for the Associate Secretary of the Corporation including the creation and preservation of all official board and committee minutes and records as required by law and Middlebury’s policies and procedures. Provides leadership, direction, and support for all responsibilities related to the operations of the boards and committees. Serves as the Assistant Secretary of the Corporation.

This is a full time, benefits-eligible hourly position with a hiring range of $28.14 - $35.19 per hour.

Core Responsibilities:

• Serves as the primary point person for managing the year-round operational aspects for all Boards of Trustees, Boards of Advisors and board committee meetings, including scheduling meetings, preparing, reviewing, collecting, tracking and distributing meeting materials, providing administrative support for the election/appointment of trustee and advisor candidates, drafting motions and working with other Senior Administrative Officers and their staff to ensure the timely and accurate submission of all meeting agendas, documents and presentations.
• Responsible for all board and committee meeting logistics, including reserving locations, managing and organizing catering, technology/media services, facility and custodial needs, and ensuring that all board and committee-related materials are electronically accessible to all participants.
• Serves as the primary point person responsible for the preservation of all official board and committee meeting minutes, records and materials to ensure compliance with applicable laws and Middlebury’s policies and procedures.
• Serves as the primary support staff for all trustees and advisors, including gathering, maintaining and distributing accurate records and biographical information for each board member, and communicating with them in a timely and responsive manner.
• Manages the board of trustees’ budget, including P-card reconciliation, processing expense vouchers, and working with vendors to ensure accurate billing and invoicing.
• Serves as the primary support staff to the Special Assistant to the President, Associate Secretary of the Corporation and Director of Community Relations in connection with their board and committee-related duties.
• Provides general support to the President’s Office; including supplemental support for events, general office duties, scheduling, event logistics and preparation, and technological support.
• Other related duties as assigned.

Requirements

• Bachelor’s degree is required.
• Minimum of 5 years administrative experience at executive level.
• Must have extensive knowledge of MS Word, Excel, Outlook, PowerPoint, Google docs and forms, Teams; familiarity with Oracle and electronic board book technology is preferred.
• Ability to handle highly confidential information with absolute discretion.
• Ability to work independently, have strong problem solving skills, be proactive.
• Excellent interpersonal and communication skills, both in person and in writing.
• Must have excellent organizational skills, including being able to prioritize and respond to rapidly changing demands, and have the ability to maintain composure when under pressure.
• Experience in higher education or as paralegal is preferred but not necessary.

Physical Demands and Working Conditions:

Some weekend work is required. Hours worked on a weekend receive shift differential, which is an additional $1.00/hour.

Work is performed in an office environment and requires the ability to read extensively, talk on the phone or through online technology, and operate standard office equipment, including computers/keyboards. Such operation involves repetitive motions of the wrists, hands and/or fingers. Must have the ability to sit or stand at a desk for long periods of time, walk short distances, lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds, and drive a vehicle to deliver and pick up materials.

Other:

An offer for this position is contingent upon successful completion of a criminal background check and references.

Benefits

As an employee of Middlebury College in Vermont or the Middlebury Institute in California, you will enjoy being part of a vibrant supportive community.

Middlebury offers its employees excellent compensation and competitive health, dental, life, disability, generous retirement matching, and vision benefits, and a generous time-away program - up to 34 days per year, increasing as the term of service lengthens. Employees are eligible for robust educational assistance programs. The result is a very high quality-of-life in a gorgeous setting. Middlebury Colleges offers its employees excellent compensation and other perks of employment including:

• MiddCard Privileges: access to athletic facilities, discounts at the college store, library privileges, and cultural and sporting events. Spouses or domestic partners are eligible to receive a card with the same privileges.
• Discounts on season passes at Middlebury College's Snow Bowl, the Ralph Myhre Golf Course and the Rikert Outdoor Center.
• Access to our Partner Inclusion Program that provides comprehensive support services to the spouses and partners of Middlebury employees.
• A full listing of our benefit offerings can be found on our website or click to see some of the other fun perks of working at Middlebury, whether in Middlebury, VT or Monterey, CA!

Middlebury College is an equal-opportunity employer where diversity, equity, and inclusion are core values. To this end, the College recruits talented and diverse faculty, staff, and students from across the United States and around the world. Middlebury College encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically underrepresented communities. The College also invites applications from individuals who demonstrate an ongoing commitment to advancing diversity, equity, and inclusion in the workplace.