Executive Assistant 499668
Executive Assistant 499668
Position Type: Staff
Position Number: 499668
Department: Office of the President
Job Summary/Basic Function:
The Executive Assistant to the President reports directly to the President, provides executive support in a one-on-one working relationship, and performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University's role within the community. The Executive Assistant to the President serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President and has recurring contact with members of the Board of Trustees, senior administrators and executives, public and private officials, the media, students, and parents. The Executive Assistant to the President exercises initiative and independent judgment in managing the President's schedule and the office's daily activities, making efficient use of limited time and resources through excellent organization of schedule, mail, files, correspondence, travel and meetings. The Executive Assistant to the President uses discretion in the dissemination of information to faculty, students, staff and the various constituencies served by the University and coordinates activities with several major subordinate administrative units of the University.
Essential Job Functions:
1. Facilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.
2. Promotes a positive image of the University by greeting and receiving visitors to the President's office, responding to inquiries from diverse University public's (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding University 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.
3. Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the President updated.
4. Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings.
5. Serves as a liaison between the President and other University administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the various public's served by the University by communicating and/or interpreting policy, decisions, and documents issued by University, gathering information and providing information to the President, and representing the President's Office on select University and civic committees.
6. Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various public's served by the University and in handling administrative records, file, and similar confidential items.
7. Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
8. Assists the President in oversight functions by reviewing University personnel action forms and reviewing correspondence and documents prepared by other offices for the president's signature.
9. Acts as the liaison for members of the Board of Regents by answering their questions and directing them to the appropriate administrator.
10. Facilitates efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.
11. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
12. Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in usable and understandable formats.
13. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
14. Facilitates the success of events hosted by the President's office by scheduling 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.
15. 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.
BA Degree in a business-related field from a regionally accredited university.
Seven (7) or more years of increasingly responsible experience providing administrative support, to a director-level position or above.
1. Work requires contacts with management personnel and decisions regarding implementation of policies. Contact may involve support of controversial positions or the negotiation of sensitive issues or important presentations or coming to a common understanding or satisfactory solution by collaboration, compromise, or developing suitable alternatives.
2. Excellent verbal, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.
3. A precise command of grammar, punctuation, spelling, and the correct usage of the English language.
4. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
5. Computer literacy including keyboarding ability and proficiency with word processing, spreadsheets, and presentation software.
6. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
7. Ability to work independently, use initiative, and make substantive decisions quickly.
8. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
9. Demonstrated understanding of governance and administrative processes used in publicly - supported higher education institutions.
Three (3) or more years of experience providing administrative support in an institute of higher education.
Security Sensitive Statement:
This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.
Posting Date: 03/26/2018
Open Until Filled: Yes
To apply, visit https://jobs.lamar.edu/.
Lamar University is an affirmative action/equal opportunity employer. It is the policy of Lamar University not to discriminate on the basis of non-relevant criteria including, but not limited to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, disability, or veteran status in its educational programs, activities, admissions or employment practices.