Executive Assistant/Assistant Secretary to the University System of Georgia Foundation
Title:Executive Assistant/Assistant Secretary to the University System of Georgia Foundation Job Category:Staff Description:
- Serves as a key advisor to the Board of Trustees and Vice Chancellor on internal and external issues related to the Board, its governance and its operations.
- In support of the Foundation Board Chair and Executive Committee, coordinates the planning of all meetings of the Board of Trustees as dictated by the By-Laws. Attends all Board meetings and Board-related functions. Works with Board committees and assists them in implementing their plans and decisions.
- Ensures the timely preparation and distribution of materials (e.g., agendas, schedules, notices, resolutions, etc.) for Board and Committee meetings, consistent with Board-approved By-laws and procedures.
- Assists the Vice Chancellor of Development and the Board in short-and long-range planning and works with Board members to carry out plans; reviews them and modifies them as necessary. Provides or coordinates the gathering and research of information related to on-going and emerging issues of importance to the Board, both internal and external.
- Coordinates the logistics of all meetings of the Board of Trustees to include meeting notices, agendas, board materials and parking.
- Disseminates information to the Board, University System Regents and staff, and general public as needed.
- Serves as a staff liaison to the Nominating Committee to assist with succession planning and the nominating process.
- Maintains and retains records, documentation, policies and standards adopted by the Board and its committees.
- Works to ensure the USG Foundation website is continuously updated.
- Serves as the liaison with the Foundation’s attorney.
- Maintains liability insurance for the Board of Trustees
- Retains all official records of the USG Foundation.
- Manages scholarship appropriations for the Foundation Scholarships as determined by the Board of Trustees. Drafts and maintains memorandums of understanding between the Foundation and the participating institutions.
- Acts as the initial point for contact for the Vice Chancellor's office.
- Receives, sorts and prioritizes mail and email correspondence; prepares response or forward to the Vice Chancellor as appropriate.
- Communicates with a broad set of constituents, including representatives of the Board of Regents, college presidents, Vice Chancellors and other members of System Office staff, donors and members of the general public.
- Compiles materials and documentation for the Vice Chancellor for attendance at meetings and events.
- Provides administrative support for the Vice Chancellor.
- Completes and submits travel requests and reimbursement statements.
- Prepares documents for signature and distribution.
- Organizes meetings, breakfasts, luncheons, and other regular and special events on behalf of the Vice Chancellor.
- Performs related duties as assigned.
EDUCATION AND EXPERIENCE REQUIRED:
- Baccalaureate degree and over three years of related experience required. Or equivalent combination of education and experience.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
- Knowledge of modern office principles and practices.
- Knowledge of computers and job-related software programs.
- Knowledge of event planning principles.
- Knowledge of system travel policies and procedures.
- Knowledge of customer service principles and practices.
- Skill in decision making and problem solving.
- Skill in interpersonal relations and in dealing with the public.
- Skill in oral and written communication.
- Ability to respond diplomatically to sensitive and critical issues.
- Ability to effectively multi-task.
- Ability to work independently.
- Unquestioned personal and professional integrity.