Executive Coordinator

Overview

Executive Leadership Support

Provides high-level executive support to the President, exercising initiative, discretion, and independent judgment.

Anticipates the President’s needs and priorities to ensure institutional initiatives and projects advance effectively.

Serves as primary point of contact for the internal and external Harper community, facilitating smooth communication between the President and all parties.

Proactively determines the prioritization of situations and responses requiring the President’s attention. Composes independent replies to correspondence for signature.

Composes, edits, and coordinates correspondence, reports, presentations, briefings, and other executive documents. Drafts responses independently for the President’s review and signature as appropriate.

Coordinates the preparation and distribution of meeting agendas, presentation materials, supporting documents and other information required for executive meetings and presidential engagements.

Supports the Executive Cabinet meetings and other committee meetings as assigned through notetaking and follow-ups.

Supports the President’s participation in roles on local, state and national boards.

Performs related duties and special assignments as directed by the President.

Office Administration and Operations

Manages the President’s complex calendar, prioritizes meeting requests, coordinates appointments and engagements, and arranges travel, itineraries, and related logistics. 

Manages the daily administrative operations of the President’s office, establishing work priorities and coordinating office activities to ensure timely and effective delivery of administrative support.

Manages and performs a broad array of administrative support functions for the President’s Office such as, preparing reports, scheduling meetings, drafting agendas, developing and distributing presentation materials, minute-taking, providing hospitality to all guests, check requisitions, receiving and responding to phone and email correspondence, etc.

Supervises assigned administrative support staff.

Develops, maintains and improves administrative procedures and practices to promote efficient office operations and effective coordination of responsibilities.

Reviews all employment offer letters of the College on behalf of the president, ensuring accuracy in the established review and approval process. Collaborates with the Chief of Staff and support staff within the office to meet the priorities of the President.

Establishes and maintains collaborative working relationships with all levels of the institution, as well as external constituents.

Maintains working knowledge of all major initiatives of the institution. 

Monitors the office budget during the fiscal year, maintains expenditures and serves as cost center manager for the President’s Office; assembles budget information and prepares the initial office budget.

Records, Information, and Confidentiality Management

Manages sensitive information with discretion and confidentiality.

Properly maintains Presidential records and correspondence to ensure organization and quick retrieval.

Maintains and updates the President’s presentation database and professional vitae, including records of external presentations and engagements.

Maintains internal communication with appropriate staff and administrators and responds to inquiries in accordance with established procedures. Works with Communications team to finalize and execute all-campus communications from the President.

Working Conditions/Physical Requirements:

Work is primarily indoor and sedentary in nature. Flexibility to work early mornings, evenings and weekends as required based on the President’s schedule and college needs. Remote work must be coordinated with the President on a weekly basis.

Equipment/Tools Used:

Utilizes standard office equipment to perform the duties of the job.

Supervision:

Under the limited supervision of the President. Works with great latitude for independent judgment in the completion of responsibilities. Supervises the work activities of other administrative staff in the President’s Office.

Minimum Acceptable Qualifications:

Education: Bachelor degree required. Advanced level of proficiency with multiple education and office software packages such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe.

Experience: A minimum of five years of progressively responsible administrative support with experience supporting the executive level. Experience preparing and monitoring budgets. Strong follow-up and follow-through skills. Strong writing skills and ability to show grace under pressure. Detail-oriented with the ability to multi-task and work well under pressure. Strong interpersonal skills with ability to interact effectively across internal and external organizational structures.