Executive Assistant - Office of the President

Executive Assistant - Office of the President

Position: Executive Assistant
Department: Office of the President
Schedule: Monday-Friday, 8:00 AM-5:00 PM, with occasional evenings and weekends for special events.

Position Overview

Seeking an experienced Executive Assistant to provide administrative support to the President's Office at a college. This position involves managing schedules, coordinating meetings and events, preparing correspondence, maintaining confidential records, and assisting with daily office operations. The ideal candidate must be organized, professional, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Manage executive calendars, appointments, meetings, and community events.
• Coordinate meetings, including scheduling, agendas, materials, meeting notes, and follow-up.
• Prepare PowerPoint presentations, reports, correspondence, and other executive materials.
• Assist with Board of Trustees meetings, agendas, minutes, communications, and recordkeeping.
• Plan and coordinate special events, receptions, meetings, and community functions.
• Arrange executive travel, conference registrations, and expense reports.
• Process invoices, payments, reimbursements, departmental payroll, and employee leave records.
• Assist with annual budget preparation and maintain financial documentation.
• Draft letters, memos, communications, and speeches.
• Maintain confidential files, records, and correspondence.
• Greet visitors, respond to inquiries, and direct students and staff to appropriate resources.
• Prepare mail merges, mailing labels, marketing materials, flyers, and brochures.
• Maintain office supplies, conference room scheduling, and general office operations.
• Perform other duties as assigned.

Minimum Qualifications

• Associate's degree or equivalent in Business, English, Communications, Social Sciences, Human Resources, or a related field.
• Minimum 5 years of administrative experience performing comparable duties in an organization of similar size and complexity.
• Proficiency with Microsoft Word, Excel, PowerPoint, Google Suite, Gmail, and other office software.
• Strong written communication skills, including drafting professional correspondence.
• Excellent organizational, time management, and problem-solving skills.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal and customer service skills.
• Ability to work independently, prioritize tasks, and adapt to changing demands.
• Professional, dependable, flexible, and able to work under pressure.
• Availability to work flexible hours as needed.

Preferred Qualifications

• Previous experience supporting senior-level management in an organization of similar size and complexity.
• Knowledge of graphic design and desktop publishing software.

Physical Requirements

• Ability to remain stationary approximately 80% of the time.
• Occasional movement throughout the office.
• Frequent computer and office equipment use.
• Ability to communicate effectively in person and by phone.
• Occasionally move supplies and equipment weighing up to 30 pounds over short distances.

#gb