Executive Assistant, Office of the President

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The Executive Assistant, Office of the President, provides critical, high-level support to department executives and senior-level staff. Acting as the primary liaison for internal and external stakeholders regarding the President's office, this position is indispensable to faculty and staff. It demands meticulous attention to detail, outstanding interpersonal and writing skills, and the ability to excel under pressure in a dynamic, fast-paced environment.

ESSENTIAL JOB DUTIES

• Provide administrative coverage of the reception area in the President’s Office suite. Courteously and professionally assist visitors and guests, directing them as needed to ensure their needs are met efficiently. Answer phone calls, voicemails, and emails promptly, providing information and connecting inquiries from internal or external sources to appropriate staff.
• Establish and follow departmental administrative procedures, maintaining confidential departmental information. Evaluate workflow, reallocate resources, and redesign processes to meet office needs and enhance customer service.
• Organize and maintain manual and computerized confidential departmental files, records, and logs, ensuring the smooth and timely flow of correspondence and reports. Ensure the security, integrity, and confidentiality of data.
• Oversee and organize daily office operations and procedures, including maintaining an inventory of office supplies, ordering supplies, and ensuring the operation of office equipment.
• Assist with preparing and submitting paperwork such as work order requests, purchase orders, invoices, and expense reports.
• Serve as a backup in scheduling and managing other Senior Vice President's Offices calendars.
• Assist with coordinating events, meetings, candidate interviews, visitor reception, and special projects as directed by the President’s Office and the Executive Events Manager. Tasks include ordering catering, setting up water and coffee stations, reserving spaces, preparing meeting materials, setting up meeting rooms, and arranging audio/visual assistance. Schedule Zoom sessions and arrange for IT assistance for virtual meetings.
• Assist with planning and preparation for special events, including Board of Trustee meetings and the college’s commencement. Responsibilities include ordering regalia, organizing speaker binders, running errands, and handling other logistics.
• Perform all other duties and projects as assigned.

QUALIFICATIONS – Qualifications are deemed required or preferred and represent what is needed to perform the job effectively.

• A high school diploma or equivalent is required; a bachelor’s degree is preferred.
• 3-5 years of experience working in a professional office environment is required.
• Previous administrative experience in a college or university setting or a fast-paced work environment is preferred.

KNOWLEDGE, SKILLS, AND ABILITIES—These may represent, but are not all-inclusive, the knowledge, skills, and abilities commonly associated with the job. 

• Ability to work independently and as a team player.
• Strong decision-making and problem-solving skills.
• Punctual, dependable, and adaptable to unexpected changes.
• Excellent verbal and written communication skills.
• Strong interpersonal skills, welcoming attitude, and confidence to initiate conversations and answer questions.
• Commitment to diversity, equity, and inclusion.
• Ability to manage multiple projects simultaneously and prioritize tasks of varying degrees of severity and complexity.
• Exceptional organizational skills and ability to follow through on tasks and requests.
• Ability to maintain a high level of integrity and discretion in handling confidential information.

PHYSICAL ABILITIES—Activities commonly associated with performing the functions of this job. The physical demands described below represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Intellectual/mental concentration required for extended periods.
• Ability to stand and sit for long periods.
• Required to move/lift light objects occasionally.

WORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• Typical office conditions with a dedicat