Executive Assistant to the President

Position Summary The Executive Assistant to the Crowder College President provides high-level executive administrative support directly to the College President and serves as a key administrative liaison among the President, Board of Trustees, internal shared governance groups, community stakeholders, and external agencies. The position independently coordinates executive scheduling and communications, Board and shared-governance processes, institutional records and compliance activities, executive events and travel, purchasing and budget administration, and other institutional initiatives under the direction of the President. Under general direction of the College President, this position also performs a variety of duties and performs related work as required. Essential Job Duties Provide executive administrative and operational support to the College President, coordinating the day-to-day operations of the President’s Office and independently managing priorities, deadlines, correspondence, appointments, meetings, and follow-up activities on behalf of the President. Manage and maintain the President’s calendar, including scheduling appointments and meetings; coordinating recurring institutional, Board of Trustees, College Council, community, and external engagements; maintaining appropriate time blocks for travel and preparation; and ensuring the President is aware of upcoming commitments, deadlines, and events. Provide comprehensive administrative support for the Board of Trustees and supports the Secretary of the Board, including coordinating Board meeting schedules; preparing and maintaining Board records; coordinating Board meetings, retreats, elections, orientations, policy review, and other governance activities. Coordinate and support College Council and shared governance activities, including managing College Council records and Teams resources; preparing agendas and minutes; coordinating meeting communications; maintaining documents and action items; communicating Council activities and decisions to the College; and facilitating the College’s policy change and shared governance processes. Serve as the College’s Custodian of Record for public records requests and coordinate compliance with the Missouri Sunshine Law, including receiving, processing, tracking, responding to, and maintaining records associated with requests for College records in accordance with applicable requirements. Coordinate executive communications and presidential messaging, including preparation and distribution of Newsline content, announcements, notices, correspondence, and other communications from the President’s Office; coordinating birth, death, and other sensitive announcements while protecting individual privacy; and assisting with communications regarding institutional activities and priorities. Coordinate meetings, programs, conferences, ceremonies, and institutional events involving the President’s Office, Board of Trustees, employees, students, community partners, and external guests. Arrange and coordinate travel for the President, Board Trustees, and official College guests. Administer purchasing and financial processes. Maintain an active notary public commission and provide notarial services for official College documents as required, including documents associated with Board elections and other institutional business. Coordinate designated governmental, regulatory, and external institutional processes, including maintaining awareness of applicable legislative and higher education activities, updating legislator information, coordinating election-related requirements with local election authorities and state agencies, and supporting required institutional filings and notices. Maintain accurate and confidential records and documentation, using appropriate electronic and manual systems, including Microsoft Teams, SharePoint, OneDrive, electronic calendars, databases, spreadsheets, and other College systems, while exercising appropriate judgment regarding confidential, personnel, legal, governance, and personal information. Assists the President and members of cabinet for cabinet meetings: maintaining notes, clarifying ownership of action items, and assisting with follow up planning with select items. Assist the President and other College leadership with special projects and institutional initiatives as assigned, including projects involving governance, strategic planning, accreditation, institutional events, external relations, professional development, construction, insurance, budgeting, reporting, or other areas within the scope of the President’s Office. Required Knowledge, Skills & Abilities Associate's degree or three (3) years directly related full-time work experience. Ability to communicate authentically and effectively through written documents, such as organization-wide email, letters to external stakeholders, and formal meeting settings. Experience in purchasing and budget management. Ability to work independently with minimal supervision. Must be detail oriented and organized. Experience operating in Microsoft 365 or comparable workflow system. Ability to exercise judgment and discretion in a highly confidential executive environment. Coordinate effectively with senior administrators, Trustees, faculty, staff, students, government officials, and community stakeholders. Manage multiple recurring, deadline-driven institutional processes simultaneously. Ability to plan, implement and coordinate assigned responsibilities effectively. Preferred Knowledge Skills & Abilities Bachelor’s degree and four (4) years of related Administrative Assistant work experience. Knowledge of Board governance processes and community college practices. Experience in record management and public-record requirements Equipment/Software Information Technology abilities required: Skills necessary to utilize computers to manage and improve instruction. Ability to operate a computer using a Windows environment. Ability to operate a computer within the Crowder College network environment. Ability to utilize email. Ability to perform basic Microsoft Office 365 components (MS Word, MS Excel, MS PowerPoint). Information Technology abilities preferred: Ability to use Microsoft Teams, One Drive, SharePoint, and Forms. Ability to organize and facilitate Zoom and Teams for virtual conferences and meetings. Ability to create and modify documents using Adobe or Foxit Ability to validate information in student and employee data systems (currently using Jenzabar). Positions Supervised None Working Environment: Work is performed primarily in an office environment and may involve frequent interruptions and distractions. May require extended periods of time viewing computer monitor or standing. Normal college working hours but adjustment of hours involving evening and/or weekend work may be required from time to time. A neat appearance and appropriate business apparel are required. The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical: Will involve indoor and outdoor mobility within the campus. Input, access and distribute information using computers. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle or feel; reach with hands and arms; stoop, kneel, or crouch; and talk or hear. Specific vision abilities required by this job include close vision. The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Creative and Analytical Skills Ability to apply critical and analytical skills to successfully perform job responsibilities and carry out instructions furnished in written, oral or diagram form. Ability to devise or modify methods or processes to solve specific problems. Identify problems and develop recommended solutions for policies and procedures. Language/Communication Skills Ability to communicate effectively with a variety of people, including faculty/staff, students and the general public. Ability to effectively explain regulations, rules, and procedures. Effective telephone communication skills, including the ability to provide information verbally and with a friendly demeanor. CROWDER COLLEGE RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS POSITION DESCRIPTION IN ANY WAY THE INSTITUTION DESIRES. THIS POSITION DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL JOB DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS POSITION DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.” THE AFOREMENTIONED POSITION REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED INDIVIDUALS WITH A DISABILITY. Additional Postings available from Crowder College #J-18808-Ljbffr