Executive Assistant (Office of the President)

Executive Assistant (Office of the President)

Executive Assistant, Office of the President

Franklin Switzerland · Office of the President · Lugano, Switzerland

Reports to: President · Position type: Part-time (50%-70%; 20-28 hours per week), on-campus

About Franklin Switzerland

Franklin Switzerland, founded in 1969, is one of the first institutions to bring liberal arts education to Europe and to be recognized by both U.S. and Swiss accreditation agencies. A leader in international education, Franklin provides an experiential and multinational learning environment through small classes, strong student and faculty relationships, a residential campus, and hands-on Academic Travel experiences.

With roughly 300 students from more than 60 countries, set in the safe and striking landscape of Lugano, Franklin is distinctive: an intimate residential community, a uniquely dual U.S.-Swiss accreditation, and an Academic Travel program that turns the world into a classroom. Franklin promotes intellectual curiosity and critical thinking, strives for academic excellence, and fosters interdisciplinary opportunities for its students, faculty, and staff. Franklin acknowledges the accomplishments and global impact of our community through a culture of trust that respects diversity, equity, inclusion, and continuous improvement.

The Opportunity

Franklin Switzerland is seeking an organized, proactive, and highly discreet Executive Assistant to provide administrative, operational, and organizational support to the Office of the President. Serving as the administrative hub for executive operations, the position helps coordinate communications, scheduling, travel, meetings, Board administration, and institutional processes so that executive priorities can move forward efficiently and reliably.

Working closely with the President, the Board of Trustees, and colleagues across the institution, the Executive Assistant will also support selected institution-wide initiatives, including Advancement, institutional effectiveness, accreditation, and special projects. Responsibilities will vary throughout the academic year in response to the institutional calendar and operational priorities.

This role is well suited to a service-oriented professional who enjoys working across multiple functions, exercises sound judgment and discretion, communicates confidently in both English and Italian, and thrives in a collaborative, international university environment.

Key Responsibilities

Executive Coordination & Office Administration

▪ Manage the President's calendar, appointments, and scheduling priorities.

▪ Coordinate meetings with internal and external stakeholders, preparing agendas, meeting materials, and follow-up communications in both English and Italian.

▪ Draft, edit, format, and distribute correspondence, reports, presentations, and other executive documents in both English and Italian.

▪ Manage incoming inquiries to the Office of the President, exercising sound judgment in prioritizing matters requiring the President's attention.

▪ Coordinate domestic and international travel, including itineraries, accommodations, visas where required, and related documentation.

▪ Prepare travel expenses and reimbursements.

▪ Track projects, requests, deadlines, and action items on behalf of the Office of the President, ensuring timely follow-up across institutional offices.

▪ Maintain confidential records and serve as the primary administrative contact for the Office of the President.

Board of Trustees Administration

▪ Serve as the principal administrative support for the Board of Trustees and its committees.

▪ Coordinate the annual calendar of Board and committee meetings in collaboration with the President, Secretary to the Board, Board Chair, and committee chairs.

▪ Schedule meetings and manage meeting logistics, invitations, attendance, and materials.

▪ Prepare, distribute, and archive Board agendas, minutes, supporting documentation, and official records.

▪ Maintain Board document repositories and ensure trustees have timely access to meeting materials.

▪ Coordinate trustee travel, accommodations, reimbursements, and related logistics.

▪ Serve as the primary administrative liaison for trustees regarding meeting schedules, travel, Board materials, and other administrative matters.

▪ Support the Secretary to the Board by managing the administrative and logistical aspects of Board operations, enabling the Secretary to focus on governance, policy, Board development, and strategic matters.

Advancement & Institutional Events

▪ Support presidential and Advancement events by coordinating invitations, registrations, venues, catering, travel arrangements, audiovisual requirements, and event materials.

▪ Prepare event communications and participant correspondence in both English and Italian.

▪ Assist with donor, alumni, trustee, and institutional events sponsored by the Office of the President or the Office of Advancement.

▪ Assist with the planning and delivery of the annual Commencement ceremony and surrounding events.

Institutional Effectiveness & Accreditation Support

▪ Provide administrative support for institutional effectiveness, planning, and accreditation activities through document management, data coordination, evidence management, survey administration, and related administrative processes.

▪ Assist with the collection and organization of institutional data from academic and administrative units.

▪ Maintain archives of institutional reports, supporting documentation, and historical records.

▪ Assist in preparing recurring institutional reports and responding to institutional data requests.

▪ Coordinate institutional surveys and related administrative processes.

▪ Support accreditation and quality assurance through evidence management, document organization, and tracking.

▪ Maintain the MSCHE Self-Study evidence repository and coordinate evidence requests across Franklin offices.

▪ Assist in developing efficient administrative processes that support institutional reporting, assessment, and accreditation activities.

Office Operations

▪ Welcome visitors to the Office of the President and respond to inquiries in both English and Italian.

▪ Answer and direct telephone calls for the Office of the President and provide concurrent reception coverage as operational needs require.

▪ Maintain office records, filing systems, and administrative procedures.

▪ Support special projects and perform other duties consistent with the responsibilities of the Office of the President and the institution's mission.

Experience and Qualifications

The successful candidate will combine strong administrative skills with sound judgment, discretion, and a service-oriented approach. The following qualifications are expected:

▪ Education and professional preparation — A commercial apprenticeship (EFZ), higher vocational qualification, bachelor's degree, or equivalent professional preparation.

▪ Relevant experience — At least three years of progressively responsible administrative or executive support experience, preferably supporting senior leadership.

▪ Organization and coordination — Excellent organizational, planning, and project and process coordination skills, with demonstrated ability to manage multiple projects, deadlines, and stakeholders in a fast-paced environment.

▪ Communication — Exceptional written and verbal communication skills in both English and Italian.

▪ Judgment and confidentiality — Ability to exercise sound judgment, maintain strict confidentiality, and handle sensitive information with discretion.

▪ Relationship management — Strong interpersonal skills and a professional, service-oriented approach to colleagues, trustees, visitors, and external stakeholders.

▪ Technology — Proficiency with Microsoft 365 and standard office technologies.

▪ Initiative and adaptability — Ability to work independently, take initiative, solve problems, and adapt to changing priorities.

Preferred Experience

▪ Experience in higher education, nonprofit, or international organizations.

▪ Experience supporting executive leadership and/or governing boards.

▪ Experience coordinating institutional or donor events.

▪ Familiarity with CRM, survey, or institutional information systems (e.g., Slate, Qualtrics, or similar platforms), together with skill in Excel and other reporting tools.

▪ Experience supporting accreditation, assessment, or institutional effectiveness initiatives.

Competencies and personal qualities

▪ Organization and planning

▪ Professional judgment and discretion

▪ Clear, effective communication

▪ Relationship management

▪ Project and process coordination

▪ Service orientation

▪ Adaptability and flexibility

▪ Attention to detail

▪ Problem solving

▪ Digital literacy

How to Apply

For consideration by the search committee, candidates are asked to submit the following documents in PDF format at :

▪ A current CV detailing relevant experience;
▪ A letter of interest that addresses the key areas of this job description;
▪ Contact information for three references, two of which must be former direct supervisors;

Please note that, due to Swiss visa and work-permit regulations, applications from Swiss or EU nationals will be given priority in the evaluation process.