Special Assistant

Job Description

The employee will provide high‑level administrative support to senior administrators in the Office of the President. This position coordinates calendars, schedules, organizes meetings and events, and ensures efficient communication with internal and external stakeholders. The role requires strong organizational skills, attention to detail, and the ability to handle sensitive, confidential information with discretion. This position will support the Chief of Staff/Associate Vice President of External Affairs and the General Counsel and Secretary of the College.

Responsibilities

In Support of the Chief of Staff & Associate Vice President of External Affairs (60%):

• Scheduling and calendar management
• Process and reconcile travel and expense reports
• Support management of department budgets
• Program and Events Management and Support
• Annual Presidential Medal for Science & Innovation
• Progress monitoring for event timelines, logistics, vendors
• Support the nomination, selection, and review processes
• Manage honoree communications, travel coordination, and protocol arrangements
• President’s Fellows Program
• Coordinate selection of and programming for a group of student representatives from each academic department
• Assist with development and management of program events
• Serve as liaison to Fellows, faculty collaborators, and invited speakers
• Track participation and assist with program reporting and evaluation
• Honorands Nomination, Selection and Awarding Process
• Coordinate the solicitation of nominations across campus constituencies
• Prepare nomination materials and coordinate committee review processes
• Manage communication and logistics for honorary degree recipients
• Plan and execute the honorary degree dinner
• Coordinate honorand participation in Commencement activities
• Maintain records and planning timelines for current and future Commencement cycles

In Support of the General Counsel and Secretary of the College (40%):

• Provide day‑to‑day administrative support, including maintaining confidential files and records, answering and directing incoming phone calls and email
• Arrange travel, office supplies and logistics, and process and reconcile related expenses
• Draft, edit, and maintain correspondence; maintain legal files, including daily work log of current and completed projects
• Process legal invoices from receipt through approval, logging, and payment
• Perform assigned research

Qualifications

• High School Diploma or GED
• Bachelor's Degree, preferred
• 1–3 years of experience in higher education and/or other professional work setting
• 3–5 years of experience in higher education and/or other professional work setting, preferredAbility to oversee and maintain highly confidential material and information
• High-level knowledge of Microsoft Office programs with an emphasis on Excel and PowerPoint or Prezi required
• Excellent organizational and time‑management skills; ability to prioritize work and handle simultaneous assignments efficiently and accurately; ability to manage distractions and remain on task
• Excellent verbal and written communication skills, with attention to accuracy and detail in writing, grammar, spelling, and proofreading
• Ability to work independently and responsibly without close supervision; must be resourceful
• Professional and personable, with ability and interest to work in a demanding work environment requiring daily interaction with diverse members of a college community
• Flexibility to work extended hours as necessary

Equal Opportunity Statement

Trinity is an Equal Opportunity/affirmative action employer. Women and minorities are encouraged to apply. Applicants with disabilities should request, in advance, any needed accommodation to participate in the application process.