Title: Executive Assistant to the President & Board of Trustees                 FLSA Status: Exempt

Reports To: President                                                                                           FTE: 1.0
Department: President’s Office                                                                    

Are you a proactive, detail-oriented professional who thrives in a fast-paced executive environment? Linfield University invites applications for an Executive Assistant to the President & Board of Trustees. This high-impact role supports the President and Board by providing exceptional administrative, project management, and event coordination support while upholding the university’s mission of Connecting Learning, Life, and Community.

Department Summary:

The Office of the President leads Linfield’s commitment to excellence by advancing the mission of Connecting Learning, Life, and Community. The Office of the President works on behalf of all Linfield stakeholders, including prospective and current students and their families, faculty, staff, trustees, and alumni. The Office of the President is a fast-paced and collaborative department that works with a wide variety of people across the institution on high level strategic initiatives set forth by the President.

Job Summary:

The Executive Assistant is responsible for the organization, coordination, and administration of projects, events, and initiatives led by the Office of the President. The Executive Assistant handles a wide range of administrative and executive support duties and must be able to work both collaboratively and independently with little or no supervision while exercising sound judgement.

The Executive Assistant works with a variety of people, excellent communication skills (written and verbal) are necessary to work effectively with students, faculty, staff, trustees, donors, alumni, and other stakeholders. In particular, the Executive Assistant to the President is responsible for supporting the activities of the Board of Trustees. Those activities may include but are not limited to correspondence with the Board of Trustees, scheduling meetings of the Board of Trustees, supporting special board projects and handling all associated logistics for Board of Trustees interactions with the Office of the President and the greater Linfield community.

The Executive Assistant provides professional and strategic support in a professional manner while maintaining confidentiality and discretion in accordance with internal policies and federal regulations.

Responsibilities:

• Manage the Office of the President, organize office operations and procedures, and partner with relevant university departments (should say all departments or similar) to carry out the business of the President. Creating events, processes and procedure to provide standards of operation
• Maintain a healthy budget account and prevents overspending
• Oversee Visa cards approval for Vice Presidents
• Organize and submit requests for payment to Accounts Payable timely and accurately
• Oversee and approve time-off requests for the President’s Direct Reports.
• Ensure workflows for job requisitions are monitored and approved
• Monitor President’s office email inbox and delegate and respond appropriately.
• Monitor President’s office Central site, as well as creating relevant news/announcements frequently.
• Manage logistics  and central site for the cabinet
• Drafts minutes, and agenda for cabinet meeting and other meetings as required. Preserves institutional knowledge and act as knowledge base for inquiries.
• Send campus wide messages on behalf of the President, Board Chair, and other High value task force (President Search Committee, for example)