Executive Assistant to the President
Title:Executive Assistant to the President Posted Date:07/11/2019 Closing Date:08/02/2019 Job Category:Staff Department:President's Office - HPRE Position Status:Full-Time Staff Salary Range:$54,646-$68,307 Position Summary:
The Executive Assistant to the President is responsible for providing high-level administrative support to the President and Chief Diversity Officer.Job Duties and Responsibilities:
OFFICE OF THE PRESIDENT
- Serve as primary liaison between the administrative offices and the President's office to ensure accurate and timely provision of information requested by the President. This includes requested correspondence, reports, requisitions, etc. Answer questions and resolve problems regarding requested information.
- Manage the President's calendar, making appointments and arranging conferences and meetings for the President. Prepare and distribute meeting agendas as appropriate. Arrange for travel, transportation, and lodging as necessary. Ensure that the President is fully prepared for all meetings, including information on the time, location, purpose, attendees, expectations and role of the President.
- Greet and direct, as appropriate, all visitors to the President's office. Serve as information resource for the President's office, responding to telephone inquiries and directing visitors and callers to appropriate staff members or offices. Screen calls to determine nature and purpose. Provide President with background information to aid in responding appropriately.
- Demonstrate excellent customer service skills and expertise in how to resolve the caller's request.
- Receive, sort and distribute mail addressed to the President; route correspondence to other staff for handling as appropriate. Track mail to be sure timely and thorough responses are provided. Research background information and provide President with additional information as needed.
- Serve as office workflow coordinator, managing timeline and coordinating delivery of President's presentations and other materials being worked on by all members of the President's Team. Participate in special projects as assigned by the President.
- Work with the Special Assistant to the President to establish office procedures and assist with the oversight of the daily operations of the Office of the President, including maintenance and inventory of supplies and equipment and ensuring adequate telephone coverage.
- Participate in staff meetings, leadership meetings, committee meetings and other sessions to take, prepare and distribute minutes, agendas and other documentation.
- Assist with the planning of special events organized by the Office of the President, as needed.
- Provide administrative support to the President. Create, draft and/or edit correspondence, reports, charts, forms, and visual aids using Microsoft Word, PowerPoint, Excel or other programs as appropriate; review all outgoing correspondence to ensure accuracy and adherence to college policies. Draft correspondence for the President's signature. Compile and/or prepare talking points for the President's appearances.
- Develop and oversee an accurate and comprehensive filing system with the Program Assistant to keep track of all documents and ensure they are easily accessible. Maintain notebooks tor President's direct reports, various leadership and board meetings. Maintain spreadsheets for complaints and suggestions.
- Prepare monthly expense reports for the President and prepare quarterly expense reports for Board of Trustees. Review expense reports for all direct reports.
- Approve invoices and payments for accounts in the Office of the President; track expenditures for monthly reports.
Office of Inclusion, Diversity, Equity, Access and Leadership
- Manage the Chief Diversity Officer’s calendar, making appointments and arranging conferences and meetings for the Chief Diversity Officer. Prepare and distribute meeting agendas as appropriate. Arrange for travel, transportation, and lodging as necessary.
- Provide administrative and secretarial support to the CDO, including composing, and editing correspondence, reports and other documents pertinent to diversity committee, PVP, campus climate, IPD's and external community engagement. Prepare other correspondence and reports as requested. Coordinate and make travel arrangements for the CDO and staff (as requested); reconcile reimbursements. Assist the CDO in preparing the annual budget and the tracking of budget lines. Maintain budget account records, monitor accounts and report account balances to the CDO.
- Help plan and organize events and trainings sponsored by the Office of Inclusion, Diversity, Equity, Access and Leadership, including reserving rooms, ordering catering, and creating flyers and/or other marking materials as needed.
- Act as content manager as needed for all intranet and internet pages owned by IDEAL as requested including updating and maintaining the "Did You Know" pages. Serve as content manager for IDEAL's social media outlets. Create and manage BLOG with IDEAL staff. Make arrangements for events sponsored by the IDEAL office (e.g. catering, speaker agreements, and room reservations) including coordination of Strategic Communication materials for events as needed and meetings as directed.
- Prepare monthly expense reports for the Chief Diversity Officer, order office supplies and catering for the Office of Inclusion, Diversity, Equity, Access and Leadership.
- Submit invoices and payments for accounts in the Office of Inclusion, Diversity, Equity, Access and Leadership and track expenditures for monthly reports.
- Associate's degree is required.
- Minimum of five years of progressively responsible, executive-level administrative support experience.
- Advanced knowledge of a variety of software applications such as Microsoft Office (i.e. Word, Excel, PowerPoint), spreadsheets, email, Internet, and other programs as appropriate.
- Demonstrated organizational skills, ability to prioritize work flow to maximum efficiency, ability to work in a fast paced environment with minimal supervision, attention to detail, accuracy and adherence to deadlines, acceptance of personal responsibility and having personal initiative to meet all requirements.
- Excellent oral and written communication skills, including grammar, punctuation, spelling and proofreading skills; proficiency in proofing materials prepared for the President's signature, and the ability to communicate information clearly and accurately.
- Proven record of maintaining confidentiality.
- Demonstrated supervisory skills and management experience.
- Ability to communicate effectively with Board of Trustees, students, faculty, administrators, elected officials, government agencies, business/industry representative, community organizations, and the general public In a tactful and courteous manner; must possess excellent customer service skills.