Executive Assistant to the Chancellor and Board of Trustees

Job Description

EXECUTIVE ASSISTANT TO THE CHANCELLOR AND BOARD OF TRUSTEES

GRADE: 13

NON-BARGAINING UNIT EXEMPT

BASIC FUNCTION

Reporting directly to the Chancellor, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chancellor. The Executive Assistant also serves as a liaison to the Board of Trustees and senior leadership teams, Vermont State University and Community College of Vermont; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-oriented, and community-focused. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will work independently on projects from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL DUTIES & RESPONSIBILITIES

Executive Support

• Completes a broad variety of administrative tasks for the Chancellor, including but not limited to managing an extremely active calendar of appointments, completing expense reports; composing and preparing correspondence (often confidential), arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the Chancellor’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role. Uses judgment to assess and prioritize issues, requests, and concerns from internal and external constituents requesting contact with the Chancellor.
• Communicates directly, and on behalf of the Chancellor, with Board members, donors, employees, and others on matters related to the Chancellor’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chancellor, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Interpret, analyze, and communicate highly complex internal/external policies; process information for operational, planning, and management purposes based on a comprehensive knowledge and understanding of VSC policies and procedures.
• Provides a bridge for smooth communication between the Chancellor’s office and internal departments; demonstrates leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the Chancellor to keep them well informed of upcoming commitments and responsibilities, and follows up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Chancellor updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Chancellor, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Chancellor’s ability to effectively lead the system.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Provides logistical support for the Chancellor and senior leaders at, and/or for, meetings. Anticipates needs according to commitments and obligations.

Board Support and Liaison

• Serves as the Chancellor’s administrative liaison to the Board of Trustees.
• Prepares and distributes agendas and minutes for Board meetings, coordinates Board member travel and logistics, and ensures compliance with all Board-related policies and procedures.

 

Senior Leadership Liaison

• Participates as an adjunct member of the Office of the Chancellor team including assisting in scheduling meetings.
• Assists in coordinating the agenda of joint senior management meetings and retreats for Office of the Chancellor, Vermont State University and Community College of Vermont.
• Works with the External and Governmental relations team in coordinating the Chancellor’s outreach activities.  

Communication, Partne