Executive Administrative Assistant to the President

Job description

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  • Milwaukee, WI, USA
  • Full Time
  • Email Me Similar JobsEmail Me This JobPosition Summary:

    The Executive Administrative Assistant to the President is responsible for supporting the President in all administrative duties. This role requires flexibility, excellent interpersonal and communication skills, and project coordination expertise. The Executive Administrative Assistant to the President must work well with all levels of management, staff and external associates. The role is responsible for oversight of office management and seeks to improve processes, invoke constructive change and collaborate with stakeholders to improve communication and positive outcomes. In addition, this role is responsible for maintaining a harmonious flow of persons and communications to and from the office of the President while being able to work independently on projects, as needed.

    Primary Responsibilities:

    • Responsible in the President's absence for using initiative and judgment for matters requiring attention and which must be referred to the delegated authority and handled expeditiously.
    • Discern issues/information to ensure that the President is apprised immediately of urgent information, especially those items that are sensitive, or raise some legal or public relations risk for the institution.
    • Work independently and within a team on special and nonrecurring projects.
    • Serve as a project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, and organizing institution-wide events.
    • Participate in strategic planning sessions, maintain records and disseminating follow up assignments.
    • Maintain a welcoming and supportive demeanor at all times
    • Manage multiple mailing lists, email, scheduling of meetings etc.
    • Conduct daily phone and computer communications to support the office of the President
    • Prepare meeting agendas and maintain minutes for various meetings
    • Maintain accurate and up to date records and confidential files for the office
    • Be exceptionally proficient in Microsoft Office suite to include: Word, PowerPoint, Excel, Outlook etc.
    • Manage the President's calendar; duties to include but are not limited to: scheduling appointments and room reservations as needed
    • Manage travel arrangements for the President
    • Preparation of various kinds of letters
    • Act as a content manager for the department website and My Mount Mary
    • Monitor and/or purchase office supplies and maintain inventory for office as needed or directed
    • Proactively seek opportunities to support the President in completing assignments/projects etc.
    • Act as liaison to IT and Facilities to report, monitor and track office needs. This includes the creation of help desk and facilities online work orders as well as troubleshooting on behalf of the President until work order has been resolved.
    • Manage and track department budget expenditures on a regular basis and prepare invoices and check reimbursements
    • Support special events organized by the office, duties to include but are not limited to: prepare announcements, invitations, certificates, display information, manage catering, ordering flowers, maintenance requests and complete any follow-up correspondence
    • Support Board Meetings, Executive Committee Meetings, Chair of the Board Meetings, President's Council Meetings
    • Support Commencement activities
    • Member of the Orientation Committee of Board of Trustees
    • Maintain and regularly update all Board of Trustees documents and Board platform
    • Greeting individuals and groups when the President in unavailable.
    • Resolving student or employee issues without the Presidents involvement unless necessary.
    • Serves as an advocate and connector to organizations outside of Mount Mary as applicable.
    • Takes initiative in leading campus improvements and group projects.
    • Assisting with the preliminary work associated with scheduling interviews.
    • Assumes responsibility for logistics and decisions regarding major campus events and visits from outside groups by working with offices throughout campus.
      Perform other duties, responsibilities, or special projects as assigned

    Skills and Experience:

    • Bachelor's degree required; Master's Degree preferred
    • Strong working knowledge and understanding of established professional codes of ethics and best practices for Administrative professionals
    • Experience and understanding of current issues and developments in higher education
    • Outstanding verbal, writing, and presentation skills; must be able to communicate and interact effectively with Mount Mary students, employees, Board members and alumnae
    • Experience with the Jenzabar data management system preferred
    • Excellent oral, written, and interpersonal communication skills, including the ability to work with diverse groups, facilitate group process and foster collaborative decision making
    • Ability to maintain a high level of confidentiality
    • Excellent attention to detail; demonstrate flexible and efficient time management
    • Flexibility in working in a fast-paced environment with frequent interruptions and occasional emotionally-charged situations
    • Highly organized, self-motivated and possess ability to handle multiple tasks simultaneously
    • Experience in office management strongly preferred

    Qualifications:

    • To perform this job successfully, an individual must be able to perform primary duties satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform primary functions.

    Physical Demands:

    • May be required to lift up to 20 lbs.
    • Must reach, bend, stoop, lift
    • Must sit, walk or stand
    • Some repetitive motion may be required

    Working Conditions:

    • Varying workflow; sometimes stressful with high workload times of the year
    • Complete work required within a limited time

    Mount Mary University encourages applications from all qualified candidates and is vitally committed to all aspects of diversity, equity and inclusion. We welcome and encourage applications from qualified candidates and all will receive consideration for employment regardless of race, color, religion, sex, national origin, age, ethnicity, pregnancy, disability, genetic information or any other groups protected by law. Mount Mary seeks to hire and retain personnel who will make a positive contribution to its mission, vision and values.

    For more information about diversity, equity and inclusion at Mount Mary please visit https://www.mtmary.edu/about/diversity

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    Job No:
    Posted: 1/16/2021
    Application Due: 2/5/2021
    Work Type: Full Time
    Salary: