Executive Assistant to the President

About the role

The Executive Assistant to the President coordinates administrative and secretarial functions of the President’s office. They perform a variety of administrative duties, including maintaining Board of Trustees and Cabinet minutes, preparing for meetings, scheduling meetings, coordinating special programs, implementing office procedures, and managing various office activities.

Responsibilities

• Greets visitors and directs to appropriate area or person.
• Answers and screens president's telephone calls, responds independently when possible, and arranges conference calls.
• Manages president's calendar and independently schedules appointments. Keeps Columbia Union Conference Calendar updated.
• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by the President.
• Composes and types routine correspondence. Prepares outgoing mail and correspondence, including e-mail and faxes. Responds independently to correspondence when possible.
• Makes copies of correspondence or other printed materials.
• Establishes uniform correspondence procedures and style practices.
• Organizes and maintains file system, files correspondence and other records. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of President’s office records.
• Arranges for committees which the President chairs.
• Captures and prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings for President's Cabinet.
• Prepares agenda, notices, minutes, and corporate resolutions for Board of Trustees meetings.
• Acts as custodian of trustees’ documents and records.
• Maintains contact information with board of trustees members and accrediting agencies.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Process President’s expense reports to present to Accounting Services for reimbursement.
• Request flower arrangements, fruit baskets or dish gardens for staff and their family members during special occasions such as birth, illness or death in the family.
• Maximizes office productivity through proficient use of appropriate software applications.
• Maintains a pleasant office atmosphere for students, guests, faculty and staff.
• Supports a spirit of excellence in service.
• Attends mandatory Convocation every Wednesday.

Competencies

• Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Oral Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Planning: Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality: Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Dependability: Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative: Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Qualifications

• Education and/or Experience:
• Bachelor's degree and five to seven years of administrative experience supporting a senior executive; or high school diploma and 10 or more years of administrative experience, with at least five years supporting a senior executive.
• Experience working with a board of directors desired.
• Excellent oral communication, interpersonal, written and organizational skills.
• Must have demonstrated advanced proficiency with Microsoft Office Word, Excel, PowerPoint.
• Must have solid organizational, customer service, and teamwork skills.
• Must be high-energy, detail-oriented, self-motivated, flexible and capable of managing multiple/competing priorities and meeting tight deadlines.
• Ability to work independently or collaboratively as the situation demands.
• Ability to exercise independent judgment.
• Ability to interact with all levels of management, staff and students.