Job Posting Title

Executive Administrative Assistant

Job Description

TITLE: Executive Assistant

Reports to: The Board of Trustees, the President and the Executive Team (VP Academic Affairs, VP Cyber Outreach and Partnerships, VP Enrollment & Marketing, VP Student Engagement & University Development & VP Finance, Facilities, HR, Risk Management, IT).

Position (FSLA): Full-time, 12-month, exempt position

POSITION SUMMARY:

Under general direction, performs administrative support of a highly complex and responsible nature to the President and the executive team. The Executive Assistant will undertake a wide variety of projects requiring extensive excel and database experience. Projects will support a variety of departments within the organization. This position serves as the administrative liaison to the President, Executive Team, Board of Trustees and internal and external stakeholders ensuring seamless communication and operational efficiency. The ideal candidate will have extensive experience supporting senior executives, a proactive and solutions-oriented mindset, and the ability to work accurately and calmly under pressure with meticulous attention to detail. Competitive candidates will have a proactive, strategic approach to managing multiple priorities and projects, and an ability to work accurately and calmly under pressure, with high attention to detail.

Key Responsibilities:

• Executive Support: Manage complex calendars, schedule meetings, coordinate travel arrangements, and prepare detailed itineraries for the President and Executive Team.
• Board Liaison: Serve as the primary administrative liaison to the Board of Trustees, including preparing meeting agendas, compiling board materials, and recording minutes.
• Project Management: Lead and support special projects at the President’s and the Board of Trustees direction. Requires advanced proficiency in Excel, database management, and reporting tools.
• Document Preparation: Draft, edit, and proofread correspondence, presentations, and reports for internal and external audiences.
• Confidentiality: Handle sensitive information with the highest level of discretion and ensure compliance with institutional policies and applicable laws.
• Meeting Coordination: Organize executive meetings, retreats, and events, including logistics, materials preparation, and follow-up actions.
• Communication Hub: Act as a central point of contact for inquiries directed to the President’s Office, ensuring timely and accurate responses.
• Process Improvement: Identify and implement process enhancements to improve efficiency and effectiveness within the President’s Office.
• Technology Utilization: Maintain and optimize digital filing systems, manage virtual meeting platforms, and leverage productivity tools to support executive operations.
• Budget Support: Assist with budget tracking, expense reporting, and financial reconciliations for the President’s Office.
• Stakeholder Engagement: Build and maintain positive relationships with internal departments, external partners, and key institutional stakeholders.

REPRESENTATIVE DUTIES:

For the President:

• Draft internal announcement and notifications
• Prepare bi-annual faculty/staff town hall documents and coordinate event
• Maintain president’s section of university portal
• Represent president’s office on Graduation Committee
• Process payment requests
• Track yearly membership dues & subscriptions under president’s budget
• Sort mail & prioritize
• Maintain paper & electronic files
• Coordinate quarterly Excellence in Service Award
• Maintain administrative suite/kitchenette (copiers/paper, decorations & visitor supplies)
• Disseminate any complaints to office and follow through

For the Executive Council:

• Schedule, take notes, & maintain electronic files for monthly meetings (SIS)
• Keep calendar of university important events up-to-date
• Maintain employee section of the portal
• Process payment requests
• Proof and Editing as needed and update course catalog administrative and board sections
• Sort mail
• Draft agenda, send materials, take notes for, and maintain files for weekly meetings
• Maintain files for important documents (college, state & federal, accreditors, MOUs, etc.)

For the Board of Trustees:

• Draft yearly calendar and keep up-to-date
• Gather & send Finance/Advancement/Governance/Planning/Compensation Committee & full board meeting materials
• Coordinate room reservations, facilities set-up, AV needs (recorder/projector/teleconference), meals, & clean-up for meetings
• Coordinate information and gowns, etc. for commencement
• Keep contact info & bios up to date
• Maintain meeting & board history files
• Future: set-up & maintain portal

For Campus Community:

• Moderator of community communications to Listserv as appropriate
• Facilities rental to external groups and coordination of events
• Emergency Preparedness Committee member

Other Duties as assigned

POSITION QUALIFICATIONS:

Associate's Degree and minimum five years of executive office experience. A demonstrated ability to work collegially with varied constituencies including faculty, staff and students. Ability to work independently. Must possess a professional demeanor and able to keep confidences. Proper dress and attire are a must. Must be highly proficient in Microsoft Word and Excel and understand databases. Must possess excellent verbal and written communication skills.

Physical Demands:

Requires sitting occasionally for extended periods of time, and repetitive motions for operating computer mouse and keyboard. Hearing and speaking on telephone. Ability to lift, pull, bend, grasp, occasionally lift up to 20 lbs., reach top of four-drawer file cabinet. Attend meetings on various sites on campus. Visual Demands: Computer monitor, reading.

Environment: Pleasant office setting, comfortable temperature.