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Executive Assistant to the President

Job Details



About Unity:
At Unity Environmental University we are on a mission tomake environmental education accessible and affordable to all. Our unique model combines a functional hierarchy and project-based structure through our four Sustainable Education Business Units (SEBUs) to promote collaboration and innovation (Distance Education, Sustainable Ventures, Hybrid Learning and the Technical Institute for Environmental Professions). We prioritize our students' needs above all else, offering a variety of modalities, including hybrid, in-person, hyflex, and online. Our innovative and inclusive culture prepares students to tackle real-world challenges and cultivate the next generation of environmental professionals and leaders who can make a positive impact on our world.

Our Mission:
We are dedicated to delivering quality education and experiences that produce outstanding environmentally competent professionals and inspire individuals from all walks of life to steward sustainable ecosystems.

The Opportunity:
The Executive Assistant to the President is responsible for the overall operation of the Presidents Office and support of the President and the President of the in their official responsibilities of the office. This may include analysis, research, preparation, and editing of a variety of reports and presentations. The Executive Assistant primarily provides professional administrative support, manages all of the Presidents office operations, supports in Board efforts as needed, maintains the Presidents communications and calendar, logistics, budget tracking, developing and proofing reports and taking meeting minutes. The Executive Assistant to the President also greets visitors, answers phones, files, performs computer work, photocopies and provides other office support.

Day to day responsibilities:
  • Creates and maintains interrelated administrative, confidential and legal filing systems and records, including, but not limited to, historical and legal records of the Institution, the Presidents correspondence, personnel records, and records of employee, student, and vendor correspondence.
  • Answers inquiries independently where there is established policy or precedent.
  • Maintains department budget; prepares correspondence for the president by composing letters and/or memos; sets up travel arrangements; reconciles expense reports as needed.
  • Coordinates Board of Trustee Candidate visits and supports with Board relations as needed.
  • Coordinates luncheons, receptions, and campus wide events and meetings for the President as needed.
  • Assists the Secretary to the Board in preparation of Board Meetings, both committee level and Quarterly meetings.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Maintains confidentiality and exercises discretion with private and/or sensitive information.
  • Receives, compiles and maintains confidential documents and records on behalf of the Office of the President.
  • Understand, explain and enthusiastically support the Institutions environmental mission when engaging internal and external constituencies.
  • Assists with and oversees the budget activities of the office; monitors expenditures of funds, initiates fund transfers and other procedures necessary to maintain sound day-to-day budget activities.
  • Maintains a database of key individuals as directed by the President for his use.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to their successful completion.
  • Coordinates with the Vice Presidents and Chief Officers to ensure calendar, and other functional collaborations are solidified.
  • Performs a wide range of advanced clerical duties related to the operation of the office; serves as liaison between the President and the Presidents direct reports and other offices at the Institution; serves in a liaison and/or resource capacity on projects and assignments.
  • Screens incoming calls and visitors, referring them to the President or the appropriate staff, providing information as appropriate, or taking accurate and complete messages. Provides liaison functions between the President and staff at all levels, Trustees, and members of the public who contact the office.
  • Reviews and routes requests for information or complaints to the appropriate area of the Institution.
  • Schedules meetings and conferences, sets up appointments, and may represent the President at meetings to obtain information relevant to the Presidents responsibilities.
  • Opens and routes mail to the President, and other staff; drafts responses as needed.
  • Serve as a resource to other offices for information, policy and practice orientation, and general file materials.
  • Take minutes at meetings called by the President.
  • Pro-actively communicate challenges, successes, and failures with leadership.
  • Other duties as assigned.

Qualifications

Do you have the skills?
  • Bachelors degree in a business field and four years of experience in performing professional level work in the field. Acceptable is an equivalent combination of education and qualifying professional experience that would provide the skills, knowledge, and ability needed to fulfill the duties assigned to the position.
  • Previous experience in an administrative support function for an executive team
  • Knowledge of modern executive office management, practices procedures and equipment. Basic arithmetical proficiency. Basic research methods and techniques.
  • Must exhibit enthusiastic support or passion for the environmental mission of the Institution.
  • Ability to embody both internal and external marketing and communications and conduct self professionally.
  • Must be ready and able to learn and communicate the background and substance of the Institution mission, including the definition sustainability science and basic aspects of climate change as it relates to mitigation, adaptation, and resilience.
  • Ability to prepare and maintain accurate and complete records and files.
  • Ability to interpret and apply a variety of rules, regulations, statutes, policies and procedures relating to Institution operations.
  • Ability to maintain the highest confidentiality of information and materials.
  • Team player with the ability to establish and maintain cooperative working relationships with coworkers, staff, faculty and administrators.
  • Ability to exercise good judgment and discretion analyzing and resolving confidential, difficult and sensitive situations.
  • Ability to communicate effectively both orally and in writing.
  • Knowledge of and proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, Access, PowerPoint, email), personal computers, and the Internet.
  • Understanding of, and sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Unity Environmental University students, faculty, staff and community.
  • Ability to function effectively within a matrix organizational structure, maintaining open lines of communication while being discreet, courteous, and well poised.
Preferred skills:
  • Experience providing administrative support to C-suite or other senior executives (or comparable experience);
  • Experience with technology and software systems, including file sharing systems, such as Dropbox, google docs, and Microsoft Office SharePoint is highly desirable
Are you contemplating the job but uncertain if you should apply? We encourage you to reach out to us regardless. At our company, we acknowledge that not everyone begins their professional journey with equal advantages, opportunities, or privileges. Therefore, we value your unique skills and experiences. Take a chance and submit your application; you may be precisely the individual we're searching for!

Location: Pineland Farms, New Gloucester, Maine
Just a half hour from Portland, Unity Environmental University Headquarters, Unity Environmental University Distance Education, The Technical School for Environmental Professions, and the School of Environmental Business & Sustainable Ventures are based at the Pineland Farms campus. The facilities are within easy access to one of the fastest-growing cities for startups in the country.

Work Schedule:
Work hours are specific to the requirements of this position and can include days, evenings, weekends. Working extended hours may be required as needed and Unity Environmental Universityemployees must be flexible and cooperative in fulfilling their responsibilities while meeting the Colleges needs.

Although at Unity Environmental University Enterprise employees are generally scheduled to work at their base location, there are times when travel is necessary and employees are required from time to time to attend events, meetings or work temporary assignment at any Unity Environmental University location.

Physical Demands:
While performing the duties of this job, it is regularly required to sit and talk or hear. The employee is occasionally required to stand or walk. The employee must occasionally lift and/or move up to 20 lbs. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The use of either hand for repetitive movements such as grasping, grasping, and turning, and fine manipulation is required as is the ability to use the telephone for internal and external communications.

Company Perks:
Unity Environmental University offers a comprehensive and competitive compensation and benefits package for its faculty and staff. Benefits for eligible employees include:
  • Paid holidays off
  • 4 weeks of PTO
  • Medical, Dental, and Vision Insurance
  • Short- and Long-term disability
  • Life Insurance
  • Retirement Plan with up to 8% match
  • Relocation Assistance

Company

Unity Environmental University.

At Unity, a private university in Maine, sustainability isn’t a buzzword. It’s the foundation of our entire approach, and has been for more than 50 years.

We apply sustainability principles to everything we do, from our properties around the State of Maine, to our online degrees offered to students everywhere, to our enrichment experiences and entrepreneurial endeavors at locations from northern Maine to Arizona to Brazil.

Engage with Unity Environmental University and you’ll start to ask tough questions, challenge the status quo, and envision new possibilities. If taking the lead in creating a more sustainable future sounds like the future you want, we can make it happen.

Unity Environmental University

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