Executive Assistant to President

Overview

The Executive Assistant to the President provides confidential executive support for a wide variety of complex professional administrative duties for the President. This role relieves the President of administrative type functions in order to increase the time available for executive-level responsibilities. The Executive Assistant has discretion in planning, organizing, and implementing the President’s routine affairs and relies on experience and judgment to plan and accomplish goals and to ensure timelines are met.

This position builds relationships with all constituent groups to ensure openness with the President and the office itself.

Shift: Monday – Friday; 8:00am – 5:00pm. Evenings and weekends, as needed.

Location:

Springfield Location

• Manages the Office of the President to ensure maximum productivity, effectiveness, and efficiency:
• Office Organization
• Receptionist
• Purchases equipment, material and supplies
• Processes payment requests, purchase orders, and reconciles purchasing card expenditures/reports

• Handles all first-line student, staff and community complaints
• Communication link to all college constituencies
• Supervises and plans work for college work study students, when employed

• Assists The President Through a Variety Of Support Functions
• Serves as creative authority on President’s Office documents, communications, and presentation materials
• Researches, prioritizes, tracks, and follows up on issues addressed to the President
• Controls President’s calendar and appointment scheduling
• Final authority on President’s travel arrangements and appropriate reimbursements
• Analyzes President’s Office expenditures to ensure budget compliance
• Manages the President’s Discretionary Fund
• Maintains the confidentiality of the office

• Provides Administrative Support For The Board Of Trustees
• Prepares electronic Board meeting packets
• Takes and prepares Board of Trustees meetings and committee meeting minutes, tracks meeting attendance, and maintains official Board of Trustees documents and files
• Coordinates travel arrangements for Board members as needed
• Coordinates other duties as assigned with Chief of Staff and Coordinator of Board Operations

• Serves As a Liaison To The Internal College Community
• Creates and/or coordinates campus-wide events, communications and presentations
• Creates written, verbal, and electronic communications from the President/President’s Office to faculty and staff
• Promotes positive morale and teamwork within the functional unit and provides exceptional customer service to students, faculty and the community
• Leads the Campus Administrative Professionals group
• Coordinates the Sunshine Fund with assistance from Human Resources
• Maintains proactive interface with all outside agencies, institutions of higher education, and state/national groups in contact with the President’s Office on a broad range of issues, many of which are confidential in nature.
• All other duties assigned by supervisor

Two years to five years of similar or related executive assistant experience preferably in higher education, or formal secretarial education, or equivalent combination of education and experience.

A Bachelor’s degree. Certificates, Licenses, and Registrations:
Requires travel to multiple campus locations; a valid driver’s license and/or dependable transportation is required.

A significant level of trust and diplomacy is required, in addition to normal courtesy and tact. Work involves extensive personal contact with others and/or can be of a personal or sensitive nature. Work may involve motivating or influencing others. Outside contacts become important and fostering sound relationships with other entities (companies and/or individuals) becomes necessary and often requires the ability to influence and/or sell ideas or services to others.

High degree of sensitivity, personal integrity, and discretion required for work involving access to personal and confidential information; high degree of initiative, self-direction, and independent judgment; ability to think proactively, anticipate problems, analyze situations and develop effective…