Executive Assistant to the President

Executive Assistant to the President

Location: Hwy 65, Montezuma, NM 87731, USA

Employment Type: Hourly, Full Time

Benefits: Annual Leave, Sick Leave, Health, Dental, Vision, 403B, Life, Holidays

Position Objectives

The UWC-USA program – a two-year experience that integrates our Academic, Bartos Institute, and Residential curricula – prepares students to serve as catalysts for greater unity, peace and sustainability in the world. We support students in the practice of our mission during their two years on campus and challenge them to live our mission for a lifetime.

The Executive Assistant provides support in a one-on-one working relationship with the President and serves as the President's office manager, including as the primary point of contact for internal and external constituencies on all matters pertaining to the President and the Office of the President. The Executive Assistant serves as a liaison and coordinator to the Board of Directors and senior staff and organizes and coordinates executive outreach to the campus and larger community, external relations efforts, and donor relation efforts involving the President. The Executive Assistant oversees the President's campus home, some campus events sponsored by the President's office, and some off campus events. The Executive Assistant also serves as an informal "Chief Community Officer," in that the President's office forms a central hub for students, employees, and external stakeholders.

Position Responsibilities

Description of Tasks Performed

Leadership specific to the role

Provides leadership to build relationships crucial to the success of the President and UWC-USA

Provides a bridge for smooth communication, credibility, and trust between the President's Office and the board, the Strategic Leadership Team, internal departments, and external constituencies.

Provides leadership on special projects within the President's Office

General leadership at UWC-USA: All UWC-USA employees are expected to provide varying levels of leadership in order to support the UWC mission. Examples include but are not limited to:

• Actively participating in and contributing to committee or task force assignments, campus-wide events or initiatives, strategic planning efforts, and dormitory, dining hall, and/or physical plant initiatives.
• Initiating strategic discussions and sharing thoughtful and innovative ideas with co-workers for carrying out the UWC mission and successfully completing day to day work assignments.
• Demonstrating a growth mindset by believing and acknowledging that intelligence, skills, learning and creativity can all grow with time and experience.
• In all interactions, upholding the UWC mission and values, and creating an environment that promotes and values diversity, equity and inclusion.

Administration for UWC-USA

Coordinates, creates, disseminates, and retains (electronically and paper) all board materials.

Provides administrative support and coordination for the Strategic Leadership Team, including but not limited to agenda prep, meeting scheduling, and scheduling the president to enhance organizational function.

Prepares and provides materials to the President for interactions with parents and national committees related to student situations, including discipline and wellbeing.

Prepares and provides all materials and set up required for the President's meetings, training (including virtual) and travel

Administration for Board of Trustees

Takes minutes at Board of Trustees meetings

Develop annual and multi-year calendars

Provide logistical support for board and committee meetings

Prepare materials for board committee meetings

Provide support in board recruitment, onboarding, and self-governance

Ensure all materials posted to private trustee website, including governance documents, meeting materials, minutes, and contact information

Provide logistical support for board chair attendance at international UWC meetings

Ensure trustee web profiles and trustee email groups are up-to-date

Event management for events under office of the President, in collaboration with Event Coordinator

Coordinate VIP Donor events

Board Meeting events

Periodic events with UWC International

Key events through year: Parent Reception (August); Matriculation (Aug-Sept); Welcome Ceremony (Aug-Sept); Employee Holiday Party (Dec); Second-year Dinner (April); Graduation, including Guest Reception (May)

Management

Plans, coordinates and ensures the President's schedule is followed and respected.

Manages the President's calendar with a view toward presidential effectiveness

Provides "gatekeeper" and "gateway" roles, creating win-win situations for appropriate access to the President's time and office.

Manages all records for the President's Office.

Manages events hosted at the President's home, including but not limited to employee gatherings, student gatherings, and special guests.

Manages the President's house for events, guests, maintenance and cleanliness.

Creates or coordinates accreditation materials, board materials, SLT materials, President's calendar, office protocols, event briefing documents.

Manages a variety of special projects for the President, all of which have organizational impact.

Proactively researches, prioritizes, and follows up on incoming issues and concerns addressed to the president, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.

Proactively manages deliverables pertinent to the President's office with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President's ability to effectively lead the school, engage outward constituencies, and engage in the international movement.

Support

Serves as the "face" of the President's office, especially as the President travels off campus often.

Completes a broad variety of administrative tasks for the President including: impeccable calendar management; expense reporting; composition of correspondence that is sometimes confidential; complex and detailed travel arrangements, itineraries, and agendas; document preparation for all presidential meetings; collaboration with various departments to enable the work of the president, the SLT, and the Board.

Communicates directly, and on behalf of the President, with Board members, donors, staff, and others, on matters related to the President's office, initiatives, and calendaring.

Coordinates between the President, Strategic Leadership Team, and the Board, including materials, meetings, and logistics.

Works closely with the President to keep them informed of upcoming commitments and responsibilities, including appropriate following up.

Acts as a "barometer" for issues on an off campus to keep the President updated in service of the school; makes suggestions for president's time and attention based on said issues.

General Responsibilities

Works proactively and independently

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Other related duties may be assigned.

Some weekend and evening work required.

Position Qualifications

Required Qualifications - High emotional intelligence, including a natural ease at building relationships with diverse populations from students to faculty and staff to board members and funders

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Strong with Gmail and Google calendar, docs, slides, etc., Zoom, Microsoft Office (Outlook, Word, Excel, and PowerPoint)

Expert level written and verbal communication skills

Demonstrated proactive approaches to problem-solving with strong decision-making capability.

Forward looking thinker who anticipates the needs of the office, actively seeks opportunities and proposes solutions.

Ability to analyze information and make recommendations, be creative, and enjoy working in an environment that is mission-driven, results-driven and community oriented.

Highly resourceful team-player, with the ability to also be extremely effective independently

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.

Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

Flexibility with minimal off hours requirements (e.g., travel or calendar related/board/events)

Required Experience - Strong work tenure: five to ten years of experience supporting executives, preferably in a non-profit organization

Experience and interest in internal and external communications, partnership development, and donor relations

Required Education - Bachelor's Degree

Desire