Executive Assistant to the President - AN

Job Description

SUMMARY

The Executive Assistant to the President provides information management support to the President and Board of Visitors and Governors, representing the President’s office effectively to others, arranging travel, coordinating events, and providing general administrative support.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Provide the President with proactive administrative support, managing the calendar, routinely updating the President with appointments, status of projects and upcoming events, and assisting with prioritization of prep time for engagements.

Assist with committee, faculty, and other meetings by preparing agendas and supporting documents, and maintain operational history by developing and utilizing orderly file and retrieval systems; may record meeting discussions.

Organize meetings of the Board of Visitors and Governors (BVG), arranging logistics and technology support, creating and assembling meeting materials and handling concerns of the Board.

Independently handle a variety of written, phone and personal inquiries from all constituencies served by the President’s office.

Manage and maintain the President’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel.

Plan and execute a variety of dinners, community outreach and College events at the President’s home such as Faculty events, BVG meetings, etc.; coordinate details with the President, the President’s spouse, caterers and outside vendors.

Manage the President’s home independently when the President is traveling.

Work with representatives of the Advancement office to insure all details are communicated/obtained for any event or meeting planned in which the President has a role.

Keeps and approves timesheets of the student worker. May supervise student aides and temporarily supervise administrative assistants assigned to projects of the President.

Manage the President’s Office budget: design/request spreadsheets and reports to track financial information and budget projections; sign off on payment requests, tracking bills and expenditures; maintain documentation related to business and personal tax records. Prepares expense reports.

Maintain office supplies and equipment operation, troubleshooting malfunctions, calling for repairs, and staying abreast of new equipment, techniques and technology, that may improve efficiency.

Independently attend to phone calls and respond to emails received from students, staff, faculty, alumni, Board members, donors and friends of the College.

Maintain knowledge of stakeholders and constituents, both internal and external.

Acquire knowledge of policy and operational changes and appropriately update governing documents.

Maintain confidence of internal and external constituents in the President’s Office and protect operations by keeping information confidential.

Create and project an image of warmth, professionalism, and competence in the President’s Office.

Other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

BA and at least 5 years of related experience.

4+ of executive support/familiarity with Board relations duties, preferred.

Extensive knowledge of modern office practices, procedures, and equipment to perform functions with independent judgment and initiative; of preparation of records, reports, and correspondence; of English language, grammar, spelling, and punctuation; and ability to compose basic correspondence in another person’s voice.

Ability to represent the President professionally with the general public and all members of the College community, to establish appropriate priorities for control of visitors and to simultaneously convey both warmth and competence.

Strong service, communication, interpersonal, and organizational skills.

Ability to handle sensitive information with discretion and judgment.

Ability to effectively manage time and resources of self and others to minimize conflicts and respond to priorities.

Demonstrated working knowledge of MS Outlook, Word, Excel and PowerPoint.

Experience in a college/university, association, educational institution or not for profit organization preferred.

Event planning experience preferred.

Full-time