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About the Role
Barnard College seeks a highly organized, proactive, and resourceful Executive Operations Manager to provide executive and operational support to the Vice President for Advancement and the Vice President for Finance & Chief Financial Officer. This role supports the effective day-to-day operations of the Advancement and Finance divisions, serving as a key point of coordination for the two Vice Presidents and their teams.
Responsibilities
- Manage complex, high-volume calendars for two Vice Presidents, prioritizing meetings and resolving scheduling conflicts.
- Serve as a primary point of contact for the Vice Presidents, screening meeting requests, correspondence, inquiries, and visitors.
- Anticipate upcoming meetings, deadlines, and commitments, ensuring Vice Presidents are prepared with appropriate materials.
- Coordinate executive travel and itineraries and prepare related expense reports.
- Draft, edit, proofread, format, and assemble correspondence, presentations, reports, and other executive materials.
- Handle confidential and sensitive financial, donor, personnel, and institutional information with discretion.
- Manage day-to-day administrative and office operations for the Advancement and Finance divisions.
- Coordinate onboarding logistics for new employees.
- Maintain organized electronic and physical files, contact lists, and other administrative resources.
- Identify opportunities to improve administrative processes and implement solutions.
- Coordinate executive, departmental, and cross-functional meetings and events.
- Support Board of Trustees and committee activities, including preparation of materials and meeting logistics.
- Provide administrative and operational support to Advancement and Finance leadership for recurring processes and special initiatives.
- Support professional engagement with trustees, donors, alumnae, and other key stakeholders.
- Anticipate executive, team, and office needs and independently resolve routine issues.
- Exercise sound judgment in determining which matters can be resolved independently and which require escalation.
- Build effective working relationships across Advancement, Finance, and the broader College.
- Leverage technology to improve organization, communication, and workflow efficiency.
- Support special projects and priorities as assigned.
Requirements
- Bachelor's degree or equivalent combination of education and relevant experience.
- Minimum of 5–7 years of progressively responsible executive support, administrative operations, or related experience.
- Demonstrated ability to manage complex calendars, competing priorities, deadlines, meetings, and follow-up activities with a high degree of independence.
- Demonstrated ability to anticipate needs, take initiative, independently solve problems, and drive tasks through completion.
- Excellent organizational, written and verbal communication skills, with strong attention to detail.
- Demonstrated ability to prepare polished professional materials.
- Demonstrated discretion and sound judgment in handling confidential and sensitive information.
- Demonstrated ability to interact with senior-level internal and external stakeholders.
- Strong proficiency with Google Workspace, Microsoft Office, and digital collaboration tools.
- Ability to learn and effectively use institutional systems.
Skills
- Executive support
- Administrative operations
- Calendar management
- Prioritization
- Scheduling
- Communication
- Problem-solving
- Initiative
- Discretion
- Judgment
- Travel coordination
- Expense reporting
- Document drafting and editing
- Office supply management
- Purchasing
- Invoice processing
- Onboarding coordination
- File management
- Process improvement
- Meeting coordination
- Event coordination
- Board support
- Stakeholder engagement
- Google Workspace
- Microsoft Office
- Digital collaboration tools
Location
- In-person
Work Type
- Full time
- In-person
- Occasional early morning, evening, or weekend availability may be required
Experience Level
- 5-7 years of progressively responsible executive support, administrative operations, or related experience
- Experience supporting senior leaders
- Experience supporting multiple senior executives or providing operational support across multiple departments
- Experience in higher education, nonprofit, Advancement, Finance, or another complex institutional environment
- Experience supporting Boards or Board committees
- Experience coordinating executive-level meetings or events
Education Level
- Bachelor's degree or equivalent combination of education and relevant experience
Salary/Compensations
- $78,000 - $88,000
About the Company
- Barnard College