Executive Assistant to President

Position Title: Executive Assistant to the President

FLSA: Non-Exempt

FTE Level: 0.5 FTE

Department: President’s Office

Reporting Relationship: President

Summary

Description:

The Executive Assistant to the President supports the President in operational and administrative details and performs administrative functions that require a thorough knowledge of University policies, procedures and operations and an understanding of the University’s role within the community. The Executive Assistant to the President has recurring contact with members of the Board of Trustees, senior administrators, public and private officials, students, and parents.

The Executive Assistant to the President exercises initiative and independent judgment in managing the President’s schedule and the office’s daily activities. The Executive Assistant to the President uses discretion and appropriate levels of confidentiality in dissemination of information to faculty, students, staff and various publics served by the University and coordinates activities with several administrative units of the university. The position provides hospitality to visitors, and reflects the University, its mission and values.

• Facilitate the efficient utilization of the President’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.
• Promote a positive image of the University by greeting and receiving visitors to the President’s Office, responding to inquiries from diverse University publics (e.g. students, parents, faculty, staff, alumni and public and private officials), referring inquiries or problems to the appropriate office or person.
• Serves as a liaison between the President and other University administrators, members of the Board of Trustees, public and private officials, faculty, staff, students, and the various publics served by the University by communicating policy, decisions, and documents issued by the University, gathering information and providing information to the President.
• Safeguards the confidentiality of University administration by exercising discretion in communicating information to various publics served by the University, and faculty, staff and students, and in handling administrative records, files and similar confidential items.
• Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or organization for outgoing communication.
• Assists the President in oversight functions by prioritizing the reviewing, monitoring, approving of University personnel action forms and other correspondence and documents prepared by the president, or by other offices for the president’s signature.
• Facilitates the effective planning and organization of Board of Trustees’ meetings by assuming responsibility for the timely availability of agendas for the Board of Trustees’ meetings, collecting documentation and compiling the Board book, posting the agenda and supporting documents electronically, and acting as the event coordinator for the Board meetings.
• Coordination with the administrative assistants of members of the Board of Trustees Executive Committee to post agendas for Executive Committee meetings.
• Acts as liaison for members of the Board of Trustees by answering their questions, directing them to appropriate administrators for more information and making travel arrangements, lodging accommodations, and event registrations for them.
• Collaborate with the events coordinator for various functions of the President’s Office.
• Serves as liaison with the President’s…