Job Summary

The Executive Assistant to the President relieves the President of operational and administrative details and performs administrative functions that require a thorough knowledge of college policies, procedures, and operations and an understanding of the College’s role within the community. The Executive Assistant to the President has recurring contact with members of the Board of Trustees, senior administrators and executives, public and private officials, the media, 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 in the dissemination of information to faculty, students, staff, and the various publics served by the college and coordinates activities with several major subordinate administrative units of the college.

With the end of COVID-19 restrictions, the college seeks to restart and develop greater usage of the campus by external groups.  The Executive Assistant to the President will temporarily be responsible for re-launching and managing auxiliary events, including camps, that utilize the campus.  Management duties include serving as the initial point of contact, negotiating usage terms, and coordinating on-site fulfillment.

Job Duties (but not limited to):

• Facilitates the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, college and community functions with individuals and groups.
• Promotes a positive image of the college by greeting and receiving visitors to the President's office, responding to inquiries from diverse college publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding college policies or decisions, referring inquiries or problems to the appropriate office or person resolving problems, and following up to determine the inquirer's satisfaction with the response.
• Serves as a liaison between the President and other college administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the various publics served by the college by communicating and/or interpreting policy, decisions, and documents issued by college, gathering information, and providing information to the President, and representing the President’s Office on select college and civic committees.
• Safeguards the confidentiality of college administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the college and in handling administrative records, file, 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 agency for outgoing communications.
• Acts as the liaison for members of the Board of Trustees by answering their questions and directing them to the appropriate administrator.
• Serves as event coordinator for various functions of the President’s Office
• Facilitates efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense report.
• Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
• Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
• Facilitates the success of events hosted by the President's office by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
• Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention, and purging schedules, and retrieving files and documents as needed.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Contributes to the overall success of the college by performing other essential duties and responsibilities as assigned.
• Oversees the proper execution of the campus Document Retention Policy across all departments.

Camp Coordinator Job Duties

• Coordinate workflow and activities among departments or offices; schedule coverage of activities; oversee campus activities to assure proper service levels.

• Planning, marketing, scheduling, executing, budgeting, and evaluation of campus event. Collaborate with the Events Coordinator regarding facility reservations. Collaborate with various on- and off-campus activity resources and constituents in offering diverse educational, yet fun based activities and sessions for enrolled participants.

• During camp weeks, enforce campus activity program policies, procedures, and regulations

• Recognize and respond effectively to emergencies. Responsible for risk management of campus activities.

• Compile statistics and reports to assess and evaluate the success of activities. Utilize online survey tool to gather feedback. Make recommendations for programming, inventory, and budget.

Minimum Qualifications

• Education: A Bachelor's degree, preferably in a business-related field, is required.

• Experience: At least five (5) years of increasingly responsible secretarial or administrative experience is required which must include an extensive knowledge of general office procedures and practices and responsibility for the supervision of others on a regular basis.

• Valid driver’s license

Knowledge, Skills and Abilities:

• Attention to detail is required.

• Adeptness with multitasking is required.

• Strong computer skills with proficient knowledge of MS Word, Outlook, Excel, and PowerPoint

• Excellent verbal, written, and communication skills are required, i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.

• Must be able to work independently, use initiative, and make substantive decisions quickly.

• Excellent analytic, organization and problem-solving skills with ability to manage multiple tasks simultaneously 

• The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

• Ability to communicate effectively with faculty, staff, students and all key members of the college and local community.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job. While performing the duties of this job, the employee is required to stand, walk, sit, talk and hear. The employee must frequently lift and/or move up to 10 pounds.

Applicants must submit a cover letter.