Executive Administrative Assistant to the President
Rocky Vista University in Parker, CO has an immediate opening for an Executive Administrative Assistant to the President.
RVU offers a full benefit package that includes 401(k), Health, Dental and Vision insurance, paid vacation, sick and holidays. To be considered for this position applicants should submit a letter of interest, CV and salary requirement. PRIMARY PURPOSE: Performs a variety of highly responsible, confidential and complex administrative and secretarial duties for the University President, staff in the President's office, and the Board of Trustees. Attends meetings and prepares minutes and reports for the President and Board of Trustees; maintains confidential and sensitive information.
ESSENTIAL JOB FUNCTIONS:
- Exercises independent judgment in relieving the President of administrative details and performs a wide variety of administrative and secretarial services; screens visitors and phone calls; routes calls or answers questions and handles inquiries and requests for information as appropriate; maintains appointment calendar; makes travel and meeting reservations and arrangements for the President and staff in the President's office; reviews and/or coordinates mail and documents for signature; prepares budget and tracks expenses for the President as well as the Board of Trustees.
Provides additional administrative support to the Vice President for Institutional Effectiveness. Includes travel, meeting arrangements, catering and calendar support.
Serves as Confidential Secretary, types proof reads and processes a wide variety of complex and confidential reports, letters and memoranda; independently prepares correspondence or assigns to others as appropriate; types from rough draft or verbal instructions; assists the President in maintaining effective communication with the Board of Trustees and University Staff.
Attends and coordinates all details of quarterly Board of Trustees' meetings, including accommodations' agreement, meeting agenda, necessary documents, meeting minutes, travel, catering arrangements and associated expenses. Coordinates additional Board of Trustees' meetings and activities as they relate to RVU business to include all logistical planning. Maintains and updates the Board of Trustees' Handbook, including an online version.
Attends and coordinates all details of the RVU Leadership Council, which meets every three weeks. Includes agenda preparation, associated documents and meeting minutes.
Maintains daily calendar for the President, and when necessary, other staff in President's office; schedules meetings and appointments; coordinates special events, such as the President's Town Hall as needed.
Develops and maintains filing system for the President and staff in President's office, including confidential files; maintains records, locates files, documents and other information as necessary; researches and provides information on subjects as required; refers requests for specific information about technical or specialized matters to appropriate personnel.
Reviews and summarizes miscellaneous reports and documents; prepares background documents as necessary; researches and assists in the preparation of special reports and/or projects; compiles and inputs data; develops presentation materials utilizing a variety of software applications, including PowerPoint.
Serves on University-wide committees as needed.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
- Ability to tactfully and courteously respond to requests and inquiries from University staff, faculty and the general public and to maintain a professional demeanor in all situations.
Ability to take responsibility and perform responsible and difficult secretarial work utilizing judgment and initiative.
Ability to discreetly handle confidential and politically sensitive matters.
Ability to multi-task and innovatively solve problems.
Ability to plan, organize and schedule office priorities.
Demonstrated time management skills and ability to meet deadlines.
Demonstrated advanced computer skills including the utilization of a variety of software programs, such as Windows, Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to independently prepare correspondence (or from oral and written instructions) in a clear and concise manner.
Attention to detail and quality of work essential.
Ability to prepare and analyze documents, reports, presentations, and articles.