Job Description

The Executive Assistant provides administrative support to the president and chief of staff. The ideal candidate must have impeccable people skills, exemplify excellent customer service, be insightful on specific matters, detail oriented, and have the ability to follow through. The ideal candidate should understand academic policies and procedures. 

 

The individual will serve as the primary and initial point of contact for all internal and external constituents who contact and visit the president’s office. 

 

The position will oversee the fiscal operation of the division.  The position will also work closely with the Vice President of Institutional Effectiveness, Executive Director of the Foundation, and Executive Director of External Affairs as necessary.

 

In collaboration with the Chief of Staff, the individual will assume lead responsibility for all ceremonies and events that the president’s office hosts.

 

ESSENTIAL JOB FUNCTIONS: 

1. Handle all travel authorizations and expense reporting for the President; 
2. Maintain the calendar for and handles travel arrangements of the President;
3. Serve as the first line of contact for concerns and other issues as they arise;
4. Serve as the line of contact for the Chief of Staff, Vice President of Institutional Effectiveness, Executive Director of the Foundation, and Executive Director of External Affairs;
5. Assist with coordination of activities for fall and spring commencement ceremonies; Founders’ Day, Honors’ Convocation, and Fall and Spring Planning Institutes;
6. Utilize web-based software to input contracts and other documents and route them for electronic approval; maintain a database of policies;
7. Research issues utilizing current files/paperwork, the internet, and other persons on campus to provide insight or solutions to concerns;
8. Attend and prepare agenda for the Senior Leadership meetings and other meetings;
9. Transcribe, distribute, and post minutes for Senior Leadership meetings and other meetings;
10. Assist with editing of presidential communique for grammatical structure and document format;
11. Devise and assist with updating of Academic Affairs Standard Operating Procedures;
12. Maintain sensitive and confidential files as well as a log of issues presented to the president’s office;
13. Oversee recruitment and hiring of student employees;
14. Supervise and manage time in for all student employees assigned to the president’s office; 
15. Oversee the fiscal operations of the president’s office;
16. Handle all procurement and purchasing for the president’s office. To include tracking and reconciliation;
17. Assist the President and Chief of Staff in matters related to the Board of Trustees;
18. Assist the Executive Director of the Stillman Foundation in matters related to the Stillman Foundation;
19. May be required to perform job related duties other than those specifically delineated in this position.

 

MINIMUM REQUIREMENTS TO PERFORM WORK: 

1. Bachelor’s degree from an accredited institution
2. Three to years of higher education office-related work experience
3. Excellent attention to detail
4. Timely feedback and project completion
5. Excellent organizational skills
6. Excellent verbal and written skills
7. Proficiency with the Microsoft Office Suite (Word, PowerPoint, Excel, etc.)
8. Proficiency with Adobe Sign
9. Proficiency with Canva and/or InDesign
10. Proficiency with social media (e.g., Twitter and Facebook)
11. Proficiency with email marketing software (e.g., MailChimp and/or Constant Contact)
12. Ability to work some nights and weekends.

PREFERRED REQUIREMENTS TO PERFORM WORK:  

1. Master’s degree from an accredited institution
2. Four years of executive level office experience

 

Knowledge, Skills, and Abilities:  

1. Knowledge of computer software or programs such as Ellucian Colleague
2. Knowledge of modern office practices and procedures
3. Knowledge of basic bookkeeping and mathematics
4. Skilled in managing multiple priorities simultaneously with high-level of customer service.
5. Skilled in the use of small office equipment, including copy machines or multi-line telephone systems.
6. Ability to maintain a professional demeanor and an orientation towards customer service.
7. Ability to organize and communicate effectively.
8. Ability to maintain a professional and confidential work environment.
9. Ability to maintain constructive and cooperative working relationships with others.
10. Ability to cooperate with fellow employees as a team member.
11.  

PHYSICAL DEMANDS/WORK ENVIRONMENT:

 

• The work is typically performed while intermittently sitting, standing, or stooping.
• The employee occasionally lifts light objects.
• The work is typically performed in an office.

 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  

This position has direct supervision over work study students.

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