Executive Assistant to the President

Executive Assistant to the President

The Executive Assistant to the President provides multi-faceted administrative support and assistance to ensure effective use of the President's time and productive interactions with staff and the public. This position handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. The Executive Assistant manages the President's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the President and prepares summaries and reports. Develops positive and strategic relationships at all levels of the College. Uses discretion, judgment, and knowledge of the College to facilitate the President's activities and maintain confidentiality. The Executive Assistant will also be responsible for directing and deploying support staff or other resources within the President's office. Provides seamless support during evenings, weekends, and periods of travel as necessary. This position requires working during evening hours and weekends, as needed, and may involve travel within the local area. The Executive Assistant serves as a trusted representative of the Office of the President and maintains continuous awareness of presidential commitments, deadlines, communications, and emerging issues.

Essential Responsibilities

Presidential Calendar and Time Management

• Serve as the primary manager of the President's calendar and scheduling activities.
• Evaluate and prioritize meeting requests based on institutional priorities and presidential goals.
• Coordinate all internal and external appointments, travel schedules, speaking engagements, and special events.
• Ensure appropriate preparation materials, briefing documents, and logistical support are available for all presidential engagements.
• Anticipate scheduling conflicts and proactively recommend solutions.

• Monitor the President's email account and draft, edit, route, and respond to correspondence on behalf of the President as appropriate.
• Manage high-priority communications and ensure timely follow-up.
• Prepare correspondence, memoranda, remarks, acknowledgments, and official communications for presidential review.
• Screen communications and elevate urgent issues requiring presidential attention.
• Coordinate communications with Cabinet members, trustees, elected officials, donors, community leaders, and external stakeholders.

• Serve as the President's primary administrative liaison and representative.
• Exercise independent judgment in responding to inquiries and resolving issues.
• Coordinate executive-level meetings and confidential discussions.
• Maintain strict confidentiality regarding personnel, legal, financial, and institutional matters.
• Collaborate with the Deputy Chief of Staff in managing presidential priorities and special projects.
• Take notes/minutes and initiate take-away follow-up for Presidential led meetings.

• Provide supervision, direction, and coordination to presidential support staff.
• Provide assistance with budget management; ensuring accurate, timely, and confidential handling of budget data, financial reporting, and related decision-making processes.
• Establish office procedures and protocols that ensure responsiveness and efficiency.
• Coordinate presidential travel, expense reporting, and related documentation.
• Ensure continuity of presidential operations during absences, emergencies, and non-business hours.

• Support Board of Trustees meeting preparation and logistics.
• Perform other duties as assigned.

Required Qualifications

• Bachelor's degree required.
• A minimum of seven (7) years of progressively responsible executive support experience, including support of senior executives, elected officials, CEOs, presidents, or cabinet-level leaders.
• Exceptional discretion, political acumen, responsiveness, and the ability to anticipate needs before they arise
• Exceptional written and verbal communication skills.
• Advanced proficiency with Microsoft Outlook, Word, Teams, PowerPoint, and scheduling platforms.
• Ability to work evenings and weekends, as needed.
• Demonstrated ability to handle highly confidential information.
• Ability to exercise independent judgment and manage competing priorities.
• Availability to provide support outside traditional business hours, as needed.

Preferred Qualifications

• Experience supporting a president, chancellor, CEO, or governing board of a large or complex organization
• Experience within higher education, government, healthcare, or nonprofit organizations.
• Experience using Ellucian Banner.

If you are required to submit references in your application, please provide your current supervisor and two previous supervisor's contact information.

Please note - CCP will not contact your references until a contingent offer has been made. You will have the opportunity to alert your references and current employer prior to the reference check process beginning.

Benefits

Thank you for your interest in opportunities at Community College of Philadelphia. Below is a summary of the comprehensive benefits package available to administrative employees.

Administrative employees receive a competitive benefits package that includes:

• Medical, prescription, dental, and vision coverage at no cost (PPO buy-up plan available at a cost)
• College-paid life insurance and long-term disability
• 403(b) retirement plan with a 10% College contribution when you contribute 5%
• Generous paid time off, including:
• Vacation time: 23 paid vacation days; prorated based on hire date
• Personal time: 22.5 hours annually (3 days - prorated based on hire date)
• Sick time: paid at 100% with appropriate documentation
• Paid bereavement leave
• Paid holidays
• Tuition remission (100%) for employees and eligible dependents
• Forgivable Loan Program
• Employee Assistance Program (EAP)
• Additional perks include winter break, spring break, and summer hours (4-day workweek)

For additional details, please visit our benefits page.