Executive Officer Assistant

Executive Assistant

Supports the Executive Vice President, General Counsel and Chief of Staff; Chief Operating Officer; and Vice President -Technology, and others, with regard to budgeting, scheduling, correspondence, research, reporting, monitoring and events, and manages the Office of the Executive Vice President GC/Chief of Staff. Serves as legal assistant to General Counsel and works with privileged and confidential legal matters. Provides additional support to the Executive Officer Assistant to the President and to the Board of Trustees. Also "floats" to other departments on an as-needed basis to provide additional support.

This job description is not to be construed as an exhaustive statement of duties or responsibility requirements. Employees may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation.

• Maintains official office budget accounts and all confidential legal records and financial records for the EVP, GC/COS/COO, including confidential legal records and invoices, government and church relations, budgets, other COS and COO projects, verifying the accuracy of reports and printouts and assuring fiscal responsibility.
• Assists the Executive Assistant to the President as needed with Boardbook related tasks, maintaining budget accounts and records for the President's budget. Monitors expenditures in accordance with budgeted amounts, and reviews and authorizes purchase of supplies, services, and equipment within budget limits. Responsible for purchases for the department, check requests, and expenditures requested by the office staff. Assist in organizing budget requests from departments for the annual budgetary process. Responsible for all credit card bills and overseeing their payment. Provides back-up support to Executive Assistant to the President, particularly in preparation for and at Board meetings and Board Committee meetings.
• Maintains budget accounts and records for the President's Office and Board of Trustees. Processes purchase orders, payment of invoices, and reimbursement requests. Reconciles monthly credit card statements.
• Maintains and coordinates the official calendar for EVP and General Counsel, including project and proposal deadlines, inter- and intra-office meetings, on and off- campus appointments for all staff travel and all staff vacations. Monitors and tracks departmental scorecards for each area of responsibility of EVP, including interim areas of responsibility. Establishes and implements a procedure to ensure staff members provide dates and associated information to be compiled and placed on the calendar.
• Provides similar support to the Vice President for Technology Services;
• Maintains all the General Counsel office's confidential files, including confidential legal information (including but not limited to Title IX, personnel, pending litigation, and organizational documents) and correspondence and files. Maintains a system to file and retrieve documents that relies on organizational skills and knowledge of filing systems with attention to accuracy.
• Works closely with the Chief of Staff to organize support documents and track information. Maintains a thorough knowledge of the contents and whereabouts of all pertinent files and documents.
• Maintains an inventory of supplies and materials, and places orders as needed with the university supply clerk or other office supply vendors, as necessary. Initiates work order requests for office maintenance, orders equipment, and arranges for service as needed. Oversees billing and payment processes for all mailings including those completed by outside mailing services.
• Maintains an up to date, working knowledge of computer software used in the office. Maintains current knowledge of the functions of the office support staff to provide back-up assistance when necessary. Attends and participates in university events and activities both on and off campus, including weekend events as directed and required to promote and support the department.
• Maintains the office calendar. Schedules and assists in scheduling appointments and notifying appropriate participants for all appointments. Coordinates meetings and other occasions by reserving space, arranging refreshments, typing agendas, preparing materials, etc.
• Serves as backup to the Executive Assistant to the President when s/he is out of the office by managing the President's calendar, answering phone calls, and performing other duties as may be assigned.
• Assists with planning and organizing events/meetings of the President's Office and Board of Trustees, including securing facilities, overseeing setups, making arrangements for meals and refreshments, manage RSVPs, assist with trustee regalia at commencement, and other meeting accommodations as needed.
• Secure travel arrangements as necessary, prepare travel itineraries, and reconcile travel expenses.
• Finalizes all correspondence and other written materials for the EVP and General Counsel and others. Prepares, writes, and signs routine correspondence on behalf of the EVP for University Relations and others.
• Assists in organizing all plans for EVP and General Counsel including gathering data and completing reports. Schedules appointments and makes travel arrangements for those trips made by EVP for University Relations. Ensures all associated plans and itineraries are finalized for the EVP for University Relations prior to departure.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. All job requirements listed indicate the minimum knowledge, skills, and/or ability deemed necessary to perform the job proficiently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to concentrate and pay attention to detail is necessary in order to have accurate data and to maintain records and relationships.
• Ability to add, subtract, multiply, and divide in order to prepare and maintain reports and proposals.
• Ability to understand instructions in order to complete assignments correctly and thoroughly.
• Ability to handle deadlines and stressful situations in a calm, orderly and accurate manner in order to complete work on time and to deal with the public, donors, alumni, etc.
• Ability to set goals, prioritize and organize tasks and workload in order to complete assignments in a timely manner.
• Excellent interpersonal communication skills are required, including courtesy and tact in order to deal effectively with callers, visitors, alumni, donors, and to provide information clearly and effectively.
• Excellent written and verbal communication skills.
• Spelling, punctuation, and grammatical skills, normally used in daily correspondence and publications.
• Experience with, the knowledge of, and the ability to use, a personal computer, Microsoft Office with specific attention to the full capabilities of Outlook, Word, and Excel. Must also be able to use laser, contact printers and an envelope printer.
• Experience with dictation equipment may be required to adequately convert dictated information into printed materials.
• Ability to accurately key information for typing correspondence, copy for publications, events, event financial records, etc.
• Ability to use a calculator and adding machine to accurately prepare numerical information.
• Ability to speak clearly and to hear accurately to answer and place telephone calls, provide information to visitors, alumni, donors, etc.
• Ability to attend off-campus activities and make off-campus deliveries. If using a personal or university vehicle for university business, must have a valid driver's license and a satisfactory driving record.
• Ability to maintain a professional and neat appearance for greeting visitors, alumni, donors, trustees, and other members of the public.
• Ability to travel to special event locations and other campus offices.
• Ability to solve problems and think critically and independently for organizing and completing workload.
• Ability to remember and recall details and events in order to remember meeting people at events, recalling dates, events, and names.
• Ability to organize people and information for coordinating events, filing, maintaining the office calendar, supervising work-study student workers, etc.
• Ability to maintain confidential office information, including donor, donation, and alumni information.
• Ability to maintain confidentiality in sensitive matters to keep the matters from other office personnel.
• Ability to exercise discretion to maintain confidentiality in all aspects of university business at all times.
• Excellent organizational skills with the ability to successfully multitask and prioritize tasks in a fast-paced office environment.

High school diploma or equivalent plus a minimum of two years' experience assisting an executive, or the equivalent combination of education and experience. Associate or Bachelor degree preferred.

Supervises all student staff workers. Carries out supervisory responsibilities in accordance with the college's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints; and resolving problems.

The physical demands described here 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. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. Must have a valid driver