Executive Office Coordinator
Job Details
The Executive Office Coordinator provides comprehensive, high-level Executive Office Coordinator support to the President and senior leadership team housed within the President’s Office suite, including the Chief Academic Officer, Chief Strategy Officer, and Director of the Zane State College Foundation. This professional and highly confidential position manages the daily operations of the President’s Office, serves as the primary point of contact for internal and external stakeholders, and supports the administrative functions of the Board of Trustees.
This position requires exceptional organizational skills, strong technical proficiency, professional discretion, and the ability to manage multiple complex tasks simultaneously in a fast-paced higher education environment.
Essential Duties and Responsibilities
Executive Support - Manage the day-to-day operations of the President’s Office, ensuring a professional, welcoming, and efficient environment for all visitors, staff, and stakeholders.
Coordinate and maintain the President’s calendar, including scheduling meetings, appointments, travel arrangements, and community engagements.
Provide direct administrative support to the Chief Academic Officer, Chief Strategy Officer, and Director of Foundation staff, including calendar management, correspondence, document preparation, and project coordination.
Prepare, proofread, and distribute professional correspondence, memoranda, reports, presentations, and other documents on behalf of the President and senior leadership team.
Receive and screen telephone calls, emails, and in-person inquiries directed to the President’s Office; respond to or redirect inquiries in a timely and professional manner.
Manage confidential files, records, and information in accordance with FERPA and College policies and procedures.
Process purchase requisitions, expense reports, travel reimbursements, and budget transactions for the President’s Office.
Cook up the procurement of office supplies, equipment, and services for the President’s Office suite.
Provides support as administrative liaison to the Board of Trustees; coordinate meeting logistics, prepare and distribute agendas, supporting documents, and board packets.
Attend Board of Trustees meetings and committee meetings; record, transcribe, and distribute accurate meeting minutes in a timely manner.
Maintain official Board records, resolutions, and policy documents; ensure compliance with Ohio Revised Code requirements for public meetings and records retention.
Cook up the coordination of Board member communications, orientation materials, and continuing education opportunities.
Support the Director of the Zane State College Foundation, including donor communications, gift acknowledgment correspondence, event planning, and database management.
Support the President’s advancement and fundraising activities by documenting contacts, tracking agreements, and maintaining records in the constituent management database.
Aid in the preparation of agendas, minutes, and financial reports for Foundation Board of Directors meetings.
Support scholarship and donor stewardship programs, including the annual Scholar-Donor recognition events.
Plan, organize committees, and execute College-wide events, ceremonies, and special projects as directed by the President, including commencement, convocation, and community partnership events.
Cook up the coordination and management of event logistics including venue reservations, catering, audio/visual needs, invitations, RSVP tracking, and day-of event support.
Draft, edit, and coordinate professional communications on behalf of the President’s Office, including press releases, newsletter content, social media posts, and website updates.
Represent the College at community, civic, and professional meetings and conferences as directed by the President.
Serve as a primary campus resource for interdepartmental communication and coordination of institutional initiatives.
Support compliance activities related to the Ohio Department of Higher Education, the Higher Learning Commission, and other accreditation and regulatory requirements.
Aid in the coordination and preparation of institutional reports, surveys, and data requests from state and federal agencies.
Maintain and update the College’s policy and procedure manual and online policy and procedure catalogue as directed by the President.
Aid in public records requests in accordance with Ohio public records law.
Perform other duties as assigned by the President to support institutional goals and the College’s mission.
Qualifications
Minimum Qualifications - Associate degree required.
Minimum of three (3) years of progressively responsible executive-level administrative experience, preferably in higher education or a public-sector organization.
Demonstrated advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Access), Microsoft Outlook, Microsoft Teams, and Zoom.
Excellent written and verbal communication skills with the ability to compose professional correspondence, reports, meeting minutes, and presentations.
Prominent experience planning and coordinating events, meetings, and special projects with meticulous attention to detail.
Strong organizational and time management skills with the ability to prioritize and manage multiple tasks, projects, and deadlines simultaneously.
Demonstrated ability to exercise sound judgment and maintain strict confidentiality of sensitive and privileged information.
Experience supporting a Board of Trustees, Board of Directors, or similar governing body, including preparation of agendas, minutes, and official records.
Strong interpersonal skills with the ability to interact professionally and diplomatically with diverse internal and external stakeholders at all organizational levels.
Valid Ohio driver’s license and ability to travel locally for College-related business.
Employment and Benefits
EEOC Statement - Zane State College does not discriminate on the basis of race, color, religion, gender, gender identity or expression, national origin (ancestry), military status (past, present or future), disability, age (40 years or older), status as a parent during pregnancy and immediately after the birth of a child, status as a parent of a young child, status as a nursing mother, status as a foster parent, genetic information, or sexual orientation.
Zane State College offers an excellent benefits package including the following:
- Competitive base salary
- Comprehensive healthcare plans including medical, dental, vision, and prescription coverage
- HSA/FSA
- Employee Assistance Program
- Life and long-term disability insurance
- Supplemental retirement savings plans
- Generous paid time off including vacation, sick, and personal leave
The final candidate is subject to the successful completion of reference checks and a background check.