Executive Assistant to the President

Executive Assistant to the PresidentThis position provides administrative and secretarial assistance in the planning, managing and coordinating of activities necessary for the strategic operation of the President's Office. The Executive Assistant contributes to the office's effectiveness and efficiency by performing daily/recurring/routine assignments for the President, the Associate Vice President and Chief of Staff, Deputy Chief of Staff, the Board of Trustees, as well as the Board Relations Coordinator, and by providing high quality customer service to persons visiting the Office of the President.Essential Duties/Major AccountabilitiesProvide Administrative Support to the President:Monitor and manage the President and Associate Vice President and Chief of Staff's schedule of appointments, meetings, and community activities/events.Schedule and arrange meetings called by the Office of President (includes securing meeting location, notification to attendees, agenda preparation, preparation and assemble of material, meeting notes and follow-up, food and beverage arrangements).Conduct follow-up activities after meetings (i.e., execution of contracts and other such documents).Create PowerPoint presentations, and other presentation materials, for the President's use.Provide Administrative Support for the Board of Trustees:May provide support to produce, assemble and copy, in cooperation with the President and Board Relations Coordinator, all materials related to Board Meeting and subcommittee meetings (monthly meeting notices, agenda, resolutions, etc.) Additionally, assists in preparation of monthly board sub-committee meetings and regular board meetings by ensuring that documents are complete, ordering food and supplies, disseminating agendas to board, administration and college community.Oversee the flow of information to and from the Board. In cooperation with the President, prepare an initial draft of weekly informational letters to the Board of Trustees for the President's review and signature; is expected to track potential topics/items.May assist to coordinate and facilitate Board attendance at functions.Maintain official records of meeting agendas, minutes, policies and other information pertinent to the Board of Trustees and as required by the Community College Act.Maintain an accurate archive of board policies and resolutions.Event Planning and Coordination:Assist or perform lead role (when assigned/appropriate) in planning and coordinating both large and small-scale events such as forums, town hall meetings, meetings, receptions, open houses, luncheons, dinners and other special events for the President.Office Operations:Process all bills for payment.Coordinate with the Accounting Department to expeditiously process payments and reimbursements.Prepare departmental payroll for the President's Office and submit it to the President for approval.Update employee leave banks.Review and prepare annual budget (for President's Office accounts and Board of Trustees) for President's approval.Assemble necessary back-up documentation for reports, correspondence, etc.Coordinate all travel arrangements (transportation, hotel, conference registration) for the President.Prepare and submit expense reports.Maintain record/documentation of all travel expenses for the President.General Administrative Duties:Compose correspondence, and draft communications and speeches to administration, staff, faculty and community for the President's Office as necessary and appropriate (includes preparation of confidential material).Generate mail merge documents and labels for bulk mailings from the President's Office using Microsoft Word.Sort and prioritize incoming mail; generate appropriate responses and/or forward to appropriate staff for any necessary follow-up.Maintain a filing system, updating as necessary.Ensure that files are located quickly when needed or requested.Greet students and visitors, creating positive public relations for the College. Also assist students with "problems," resolving their problems if within scope of assignments or directing them to the appropriate person or area.Schedule and maintain the President's Conference Room to facilitate its use by others.Monitor and maintain an inventory of supplies.Collects information and prepares reports when assigned. Assembles information in response to complaints filed with, brought to the Office of President.Routes correspondence to appropriate individuals, offices.Assist with the preparation of marketing materials.Responds to inquiries received by the President's Office.Other duties as assigned or required.Accountability Standards for all Department Staff:Promote a positive image of the President, Board, and College as a whole by ensuring that all communication, both verbal and written, adheres to or exceeds professionally accepted standards.Assist President in meeting strategic objectives of the college.Maintain open communication with board members allowing them to carry out their duties as elected representatives of the community.Provide a high level of customer service to students, faculty, staff members and the external community.Coordinate work efforts with other appropriate groupsCoordinate efforts and maintain open lines of communication to ensure that all necessary work is completed in a timely manner.Consistent and timely attendance.Minimum Required Knowledge, Skills, and Abilities:Associate's degree or equivalent in Business, English, Communications, Social Sciences, Human Resources, or related field.Five (5) years of administrative experience performing the full range of equivalent tasks above in an organization of similar size and complexity.Demonstrated ability to compose letters, memorandums and various other correspondences.Computer skills to include a good working knowledge of current versions of word processing, spreadsheet, presentation, and communications (email) software (i.e. Microsoft Office Word, PowerPoint, Excel, Google Suite and Gmail).Confidentiality, integrity, and good judgment, with strong interpersonal skills including the ability to perform duties in a responsible, cheerful, positive, courteous and professional manner.Must be able to work under pressure, in a hectic environment with frequently changing demands.Must be self-motivated, flexible and adaptable, and a team player.Demonstrated proactive approaches to problem-solving with strong decision-making capabilities.Ability to plan, prioritize and organize with appropriate follow-up.Must be innovative and creative along with possessing flexible, open and expansive thinking skills.Ability to work independently on tasks and projects, from conception to completion.Must be dedicated to working in an environment that is committed to student and employee success.Ability to work flexible hours necessary to maintain office operations.Additional Preferred Qualifications:Prior experience working for senior level management in organizations of similar size and complexity.Knowledge and skills in graphic arts design and desk-top publishing software.Unique Aspects of Job: The Office of the President is considered to be the "nucleus" of the college-and the Executive Assistant is often the first point-of-contact for both the internal and external college community. As such, they must be able to understand questions and problems posed by, and confidently communicate with a wide variety of persons over the phone and in person. In addition, the Executive Assistant must be cognizant of certain key individuals (community and business leaders) who frequently meet with the President, and to interact with them accordingly. The Executive Assistant is also called upon to create various publications (i.e. flyers, brochures, reports) for the President.Physical Requirements:Must be able to remain in a stationary position approximately 80% of the time.The person in this position needs to occasionally move about inside the office to access file cabinets, etc.Constantly operates a computer and other office productivity machinery.The person in this position frequently communicates with others on a wide variety of topics and must be able to exchange accurate information in these situations.Occasionally moves supplies and equipment weighing up to 30 pounds short distances.Hours/Schedule: The normal work schedule for this position is 8:00 a.m. to 5:00 p.m., Monday through Friday. However, the individual may be required to work and/or attend special events and functions at times outside of normal Abacus