Executive Assistant - Presidents Office

Job Title: Executive Assistant, President’s Office

Status: Full-time, Exempt, 12 month schedule

Wage: 735

Reports To: President of the College

Provides a wide variety of support duties for the College President and those serving in the President’s office. Communicates with a variety of constituents and professionals both inside and outside the College community, including members of the Board of Trustees, community officials, and representatives of other educational institutions. Handles highly confidential information on a regular basis. Must possess extensive knowledge of the policies, procedures, and organization of the College.

Ensures the smooth, professional and efficient operations and communications of the President’s Office.

• Acts as the initial contact for communication with the President.
• Provides clerical support for the President including calendar maintenance, keeping the President on schedule and prepared for upcoming meetings, drafting and/or proofreading letters, e‑mail, newsletters and other communication. Assists with travel arrangements for the President. Provides support for the President’s off‑campus commitments as needed.
• Acts as a liaison with the Augustana Board of Trustees and provides administrative support for Board of Trustees meetings both before and after the meetings. Travels to off‑site Board meetings as requested and manages all details of accommodations for meeting participants, dining, and other meeting requirements and provides support as needed during meetings.
• Provides additional clerical support as needed for the General Counsel and the Special Assistant to the President.
• Oversees the President’s Office and is responsible for smooth administration including ordering office supplies, monitoring the budget and providing updates as needed on budgetary matters, reconciliation of purchase cards, and schedule and oversee designated student workers.
• Maintains and updates the President’s Office website to reflect updated information on news and initiatives.
• Manages confidential material in the strictest confidence, maintaining the confidentiality of all information and taking steps to ensure any confidential information remains confidential.
• Participates in the preparation of the President’s Office budget. Monitors budget, accounting statements, and expenditures. Investigates any budget issues and corrects errors as needed.
• Leads the Commencement Committee and provides assistance as needed, including on‑site support before and during all commencement ceremonies.
• Coordinates with Communications and Marketing on relevant mailings and periodic communications involving the President’s Office.
• Helps plan and coordinate Augustana‑sponsored social and holiday events on behalf of the President’s Office.
• Assists other departments in Founders Hall with special projects or at busy times. Works collaboratively with a variety of campus constituencies to achieve overall goals of the President’s Office and the College.
• Day‑to‑day management of the President Office budget including submitting expense reports, reconciling purchasing cards, and tracking budget balances and line items.
• Other duties as assigned.

• Five or more years of experience in a professional setting and/or related experience. Experience supporting an executive position preferred.
• Excellent oral and written communication skills, proofreading ability, detail orientation and demonstrated organizational skills.
• Ability to work with confidential information and strictly maintain confidentiality. Must possess a high level of discretion.
• Intermediate working knowledge of Microsoft Office and Excel. Experience working with project management software, Colleague Datatel and/or other robust computer systems is a definite plus. Openness to additional training as needed.
• Ability to work with a diverse group of colleagues and individuals inside and outside of the campus community with tact, professionalism, and diplomacy.
• Excellent in‑person and phone customer service skills and ability to maintain focus in a busy office environment.
• Ability to effectively prioritize and manage multiple priorities in an…