Executive Assistant to the President

JOB SUMMARY:

Under general supervision, the Executive Assistant to the President provides support for the President with professional responsibilities providing administrative, organizational, communications, and project management services.

ESSENTIAL DUTIES:

• Manage the annual, quarterly, weekly, and daily schedules of priorities, appointments, meetings, and travel arrangements (domestic and international) for the President of the University;
• Establish and maintain a schedule of planning and materials development for meetings of the Board of Trustees, including preparation and promulgation of the agenda and electronic and (where needed) hard-copy board books, attendance, note-taking at meetings, and assisting trustees with travel arrangements as needed;
• Prepare routine correspondence and research reports on behalf of the President, including;
• Ensure that the President's office meets a standard of professional excellence in the content, appearance, and currency of correspondence and communications, in person and on the phone, in hard-copy documents and emails, on the website and in social media;
• Maintain up-to-date files (hardcopy and electronic) and briefing books for the President, on official correspondence, on special projects, and in preparation for meetings;
• Considered Essential Personnel whose physical presence is required on campus and must also be prepared to address those functions remotely (a university cell phone will be provided) as needed when operations are restricted or the campus is closed.
• Maintain and management of up-to-date contact lists and communications priorities for the President, with appropriate management of routine, special and personal communications, including complaint log.
• Represent the President's office as needed on university or other task forces, committees, or working groups; develop agenda, attend and record minutes for bi-weekly Cabinet meetings and other meetings as directed by the President;
• Maintain and manage the President's Office budget;
• Work closely with Institutional Advancement on travel, events, and meetings (in person and telephonic) as a means of alumni engagement and fundraising.
• Develop and maintain positive working relationships with colleagues and contacts within and beyond the university, always with a cordial and professional demeanor;
• Ability to work off hours to include nights and weekends when necessary;
• Maintain strict confidentiality of information (including but not limited to student and employee personal information, student grades, etc.), both during and after their employment with the University. Any questions regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.
• Supervise and delegate workflow to Graduate Assistant and Student Aid employees to ensure efficient operations of the President's Office;
• Any other duties as assigned in support of the President's success.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Ability to research independently to solve complex and sensitive problems on behalf of the President.

• Knowledge of business office practices and procedures with strong organizational skills using current technology. Proven abilities in office planning and project management skills and abilities.

• Excellent interpersonal and human relations skills.

• Outstanding written, oral, and social media communications skills. Ability to compose and edit a variety of memoranda or letters.

• Sound decision-making skills. Strong critical thinking skills and ability to multi-task on a continuous basis.

• Ability to multi-task with efficiency and poise and attend to detail in a dynamic, fast pace office environment.

• Ability to provide excellent customer service

• Ability to maintain a high level of confidentiality.

• Ability to learn and apply institutional policies and procedures.

• Advanced and proven skills in computer software such as Microsoft Word, Excel PowerPoint, and Access as well as other various software programs; such as Project Management and Colleague.

• Ability to work non-traditional business hours.

• Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files, and information in the department.

• Sufficient manual dexterity to handle various office machines including but not limited to word processing, calculator, copy machine, fax machine, and printer.

• Ability to receive telephone calls, respond to inquiries, and communicate with others by telephone.

QUALIFICATION STANDARDS

• Bachelor's degree required, Master's degree preferred.

• A valid New York State driver's license is required that satisfies both University and insurance company underwriting rules and regulations for driving a motor vehicle.

• Five years of progressive experience in a high-level administrative or executive support position with significant responsibility.

• Proven customer service skills.