EXECUTIVE ASSISTANT TO THE PRESIDENT
The Executive Assistant to the President handles operational and administrative details supporting the work of the President. Duties include managing the President’s complex schedule and travel, overseeing the executive division budget, handling inquiries, serving as a contact person in the President’s Office, meeting with visitors, coordinating special projects and events, managing correspondence. The Executive Assistant oversees and collaborates with other departments and offices on planning College-wide functions, including Commencement, special events sponsored by the President’s Office and Board of Trustees, and special projects such as conferences, as well as dinners and receptions at the President’s House. The Executive Assistant to the President has regular contact with members of the Board of Trustees, senior administrators and executives, public and private officials, faculty, staff, students, and parents.
Required qualifications include: proficiency in Microsoft Office (including Word, Excel, and Power Point); excellent communication and organizational skills; resourcefulness; a demonstrated ability to organize and prioritize projects; attention to detail; and an ability to establish relationships and interact effectively with diverse constituencies. A high degree of discretion, good judgment and the ability to maintain confidentiality are essential. The successful candidate must also have a demonstrated ability to interact in a professional and customer-friendly manner. Bachelor’s degree, previous experience in higher education, and familiarity with Banner preferred.
MINIMUM ACCEPTABLE QUALIFICATIONS
Experience: At least five years of increasing responsibility in a secretarial or administrative capacity is required, including extensive knowledge of current office practices and procedures and experience in collaborating regularly with many different individuals at all levels of the organization.
Skills required: Excellent verbal, written, and communication skills; i.e., the ability to communicate effectively verbally and through written correspondence as well with individuals in one-on-one situations. Attention to detail and ability to multitask. Proficiency with word processing, spreadsheets, and presentation software. Excellent organizational skills. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds. Must have the ability to work independently, solve unexpected problems, and make substantive decisions quickly.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Facilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and College and community functions with individuals and groups. Handles all travel, transportation, and logistics for the President.
- Promotes a positive image of the College by greeting and receiving visitors to the President's office, responding to inquiries from diverse College constituencies (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding College policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
- Coordinates with discretion and confidentiality the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming paper and email communications and determining the appropriate office, department, or agency for outgoing communications. Prepares correspondence for the President’s signature.
- Assists the President in oversight functions by reviewing, monitoring, and approving College personnel action forms and reviewing correspondence and documents prepared by other offices for the President’s signature.
- Serves as event planner and coordinator for various functions of the President’s Office including major events on campus as well as dinners and receptions at the President’s House. Schedules events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
- Assists with development and management of the budgets under control of the President's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, and completing budget transfers.
- Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
- Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
- Performs other duties as required.
How to Apply: Please submit resume, letter of application, and three references through the following website: