Executive Assistant to President and Chief of Staff

The Executive Assistant to the President, Chief of Staff and Board of Trustees provides high-level administrative support to the President, Chief of Staff, and the Board of Trustees. This role ensures the smooth operation of executive functions, manages sensitive information, coordinates meetings and events, and supports institutional governance and compliance. The position requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Success in this position requires strong communication, organizational, and interpersonal skills, along with the ability to collaborate effectively across all levels of the College and with community partners.

• President’s Office/Chief of Staff Support
  • Proactively identify potential issues or problems early and implement effective solutions to ensure smooth operation of President and Chief of Staff offices.
  • Manage and maintain the President’s and Chief of Staff’s calendars, including scheduling meetings and resolving scheduling conflicts.
  • Coordinate travel arrangements including transportation, lodging, and itineraries, and process travel expense and reimbursement reports; track all out-of-state travel for President, providing necessary documentation for internal audit and finalized reports for Board of Trustees and the Utah System of Higher Education (USHE).
  • Efficiently manage correspondence for President and Chief of Staff, managing effective communications through email, Teams site and telephone to ensure clarity and alignment.
  • Coordinate Cabinet member vacation requests and approvals verifying adequate leadership coverage and keeping President and Chief of Staff calendars current; manage absence reporting for Cabinet members and President’s staff.
  • Assist with emergency training and drills in collaboration with the Emergency Management team; maintain emergency management documentation including contact lists, communication protocols, evacuation procedures, and continuity plans.
  • Collaborate with Events Office staff to support president-level celebrations; coordinate holiday gift selection and event planning for college leadership, Board of Trustees, Foundation and Alumni volunteer board members.
  • Promote a supportive, cooperative, and collaborative environment among administrative assistants across the college.
• Board of Trustees Support
  • Act as point of contact for the Board of Trustees, facilitating communications among the Board; keep Board members informed of relevant information and events.
  • Ensure smooth facilitation of Board meetings including development of the meeting schedule, agenda preparation, document distribution, and compliance with the Open and Public Meetings Act; manage all meeting logistics.
  • Support Board governance including executive committee elections, appointments, and compliance with USHE/state requirements; maintain account with State of Utah for public notices and new trustee approval processes.
  • Attend Board meetings, take minutes and ensure audio recordings and required documentation is accurate and posted on public notice website in timely manner.
  • Serve as liaison between the Board, executive management, USHE and other stakeholders.
  • Manage Trustee travel arrangements, registrations, and reimbursements.
  • Coordinate the Honorary Doctorate selection process in collaboration with the President and Board Chair.
• Budget Management
  • Attend annual budget meetings and support budget planning processes; monitor and track budget submissions for President’s approval.
  • Reconcile monthly budget reports, verify expenses, and maintain organized budget documentation.
  • Support Staff and Faculty Association budget transactions and approvals.
  • Maintain budget accounts and approvals in Cayuse SP, Chrome River, Etrieve, and SLCCBuy systems.
• Executive Cabinet Coordination
  • Schedule and prepare agendas for weekly meetings and monthly retreats.
  • Collect and distribute meeting materials; attend meetings and take minutes.
  • Maintain and update shared information through emails and in Teams site keeping Cabinet members up to date on relevant information.
  • Facilitate presentations and ensure meeting…