PRESIDENTS OFFICE - Senior Executive Assistant

Job Classification

  Salaried Full-time (75-100%)

Position summary

The Executive Assistant provides high-level administrative support, and serves as a confidential assistant to the President. Works as a member of a team with the President and senior administrators. Identifies and prioritizes workflow. This position requires the highest level of confidentiality, professionalism and ability to maintain composure in occasionally highly stressful situations. As a direct representative of the President and of the Office of the President—regarded as the ‘front door’ of the University, this position also requires quick response time to phone and email inquiries, and a pleasant and welcoming demeanor to all guests and callers at all times.

Qualifications summary

Bachelor’s degree (BA) with emphasis in office management from four-year college or university, including classes in English and word processing/computer literacy, and four or five years related experience and/or training; or equivalent combination of education and experience.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of faculty, staff, or employees of organization.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

• Analyze and organize office operations and procedures such as filing systems, requisition of supplies, arrange for office equipment and furniture maintenance and other clerical services          


• Maximize office productivity through proficient use of appropriate software applications, specifically MS Office (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat Pro.   


• Establish uniform correspondence procedures and style practices


• Compose and prepare routine correspondence including email and faxes


• Review and prepare president’s correspondence and presentations, edit and ensure standardized formatting in accordance with Department of University Communication guidelines


• Formulate and implement procedures for systematic retention, protection, retrieval, transfer, and disposal of records


• Maintain personnel records for faculty and salaried staff


• Review and analyze incoming mail, email and faxes. Respond or redirect independently and efficiently to correspondence when possible and monitor for follow-up as appropriate


• Manage the president’s calendar and independently schedule appointments, coordinate and collaborate with other administrators’ and/or external stakeholders’ schedules, and serve as back-up scheduler for provost, CFO, and special assistant to the president


• Answer and analyze telephone calls, responding independently or redirecting to appropriate vice president or department when possible, and arrange conference calls or Zoom meetings


• Greet all visitors and/or personally direct to appropriate area or person


• Arrange logistics for committees which the president chairs or at the direction of the president


• Coordinate meetings, prepare agendas, reserve and prepare facilities, record, transcribe and maintain minutes of meetings for President’s Cabinet (weekly), University Strategy & Policy Committee (four times per year), Council on University Honors and Awards (three times per year); schedules meetings, prepare and maintain agendas and minutes of meetings of Executive Council (weekly), and other committees as assigned by the president; independently follow up on meeting outcomes


• Arrange and manage the president’s travel reservations and meeting schedule and prepare travel summary documents


• Serve as board professional for the Board of Trustees: primary liaison and planner, prepare committee schedules, notices, agendas, and prepare and coordinate exhibits for meetings


• Record, prepare and distribute minutes for Board of Trustees meetings and maintain Board of Trustees website


• Act as custodian of Board meeting minutes and other committee and trustee documents and records, update and distribute documents as appropriate  


• Obtain, organize and maintain trustee personal data, prepare and distribute trustee data directories and lists as requested for required reporting


• Effectively communicate with administrators, Board of Trustee members and external stakeholders and provide assistance as requested


• Responsible for notifying the GC Secretariat of Board of Trustee dates and ensuring online calendar reflects meeting dates accurately


• Coordinate and manage University graduation services in spring and summer including president’s events, speaker and honored guest communication and logistics/hospitality, oversee development and completion of all graduation print and web materials, oversee all matters related to services logistics, communicate to faculty and other offices associated with graduation events, chair Graduation Coordinating Committee meetings, manage and maintain graduation website


• Manage payment of and monitor Institutional Memberships


• Reconcile monthly organizational reports and report variances to the President


• Manage equipment purchases, maintenance and function of copier room/kitchen


• Coordinate social functions of the Administration Building third floor

Supervisory responsibilities

No direct supervisory responsibilities but does need to provide leadership to the other Executive Assistants.

Qualifications

Bachelor’s degree (BA) with emphasis in office management from four-year college or university, including classes in English and word processing/computer literacy, and four or five years related experience and/or training; or equivalent combination of education and experience.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of faculty, staff, or employees of organization.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Able to manage the Microsoft Office Suite effectively, as well as have the capacity to learn other software packages as needed.

Interpersonal interactions

Must be able to effectively communicate in a mature, professional fashion with a wide variety of individuals (including students and their families, employees, board members, community members, donors, church leaders and others)

Physical demands

Normal office physical demands

Work environment

Office environment