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Executive Assistant, Office of the President

Employer
Butler University
Location
Indiana, United States
Salary
Salary Not Specified
Posted Date
Jun 1, 2022

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Position Type
Administrative, Academic Affairs, Chief Academic Officers & Vice Presidents, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Executive, Chancellors & Presidents, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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The Executive Assistant in the Office of the President provides high-level administrative support to the President of Butler University, the spouse of the President, the Senior Assistant to the President and Board Liaison, and other President’s Office staff. S/he will report to the Sr. Assistant to the President and Board Liaison. . The candidate will possess and display exceptional organizational and planning skills, independent decision-making abilities, a highly-professional demeanor, discretion, and excellent interpersonal skills. S/he will work closely with the President, the spouse of the President, the Senior Assistant to the President and Board Liaison, and Vice Presidents of various divisions. Equally as important will be the ability to develop strong working relationships with members of the Board of Trustees, campus administrators, internal and external constituents, University leadership, and their respective administrative assistants.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

· Answers all incoming telephone calls and greets visitors in an upbeat, professional manner. Assists callers and visitors with the highest regard for customer service, in a manner that appropriately represents the Office of the President.

· Manages incoming mail (hard copy and electronic).

· Procures, stores, and manages all office supplies and guest refreshments.

· Serves as the office's liaison to caterers and to the department of Arts & Events, and in collaboration with these parties, helps to ensure that meetings hosted by the President's Office flow smoothly and according to schedule.

· Manages all invoices, purchasing-card reports, and annual licensing, registrations, subscriptions, etc. for the President's Office.

· Coordinates facility maintenance and work orders with Facilities for the Office of the President and Buckingham guest house.

· Assists the Senior Assistant to the President and Board Liaison with budgeting tasks, reporting, record keeping and documentation preparation as assigned.

· Assists with preparations for meetings of the Board of Trustees.

· Provides administrative support to the President, the Presidential Spouse, and other staff in the President’s Office.

· Handles administrative overflow from the Senior Assistant to the President and Board Liaison as assigned.

· Manages and composes the President's two-way business correspondence, including hard-copy letters, emails, mass holiday mailings, post-interaction thank-you cards, invitations, and RSVPs.

· Assists with the coordination of various staff and committee meetings and travel arrangements, including supporting agendas, preparatory documents, meeting logistics, car, flight, and hotel bookings, post-trip follow-up, expense reports, etc.

· Addresses concerns and requests brought to the President's Office by faculty, staff, students, alumni, neighbors, and other stakeholders through appropriate referral or direct response.

· Supervises student employees within the President's Office.

· Provides research support to the Office of the President as requested.

· Performs other related projects and assignments as required, including serving as a Notary as requested.

· Attends and assists with Board of Trustees meetings and events outside of normal hours as required.

· Attends and assists with President’s Office related events outside of normal hours as required.

KNOWLEDGE, SKILLS, AND ABILITIES:
  • Ability to independently conduct research, collect data, and draw valid conclusions.
  • Ability to think critically and analytically and to solve problems/make decisions promptly and independently.
  • Excellent written and verbal communication skills, including the ability to independently compose and edit documents.
  • Highly proficient in relevant software applications (Microsoft Office) and database management.
  • Knowledge and understanding of Butler University’s mission, strategic direction, policies, and procedures.
  • Ability to effectively present information and respond to inquiries of a sensitive or confidential nature from faculty, staff, and the general public. Must demonstrate discretion and be cognizant always of maintaining the appropriate image for the President’s Office.
MINIMUM QUALIFICATIONS:
  • Undergraduate degree required.
  • High level of proficiency in business writing and calendar management required.
  • Proficiency in current software applications (Microsoft Office) and database management.
  • A genuine interest in the well-being of college students and the educational mission of Butler University.
  • Ability to effectively present information and respond to inquiries of a sensitive and confidential nature from donors, faculty, staff, and other University constituencies.
  • Must be cognizant of maintaining the appropriate image in all communication and interaction made on behalf of the President’s Office and the University. Must have a demeanor by which s/he simultaneously treats others with respect and commands the respect of others.
  • Ability to conduct research, assemble and analyze data to prepare documents and draw valid conclusions.
  • Excellent written and verbal communication skills, including the ability to edit documents and independently compose correspondence.
  • Professional in appearance, demeanor, and decision-making.
  • Willingness to work evenings and weekends occasionally as necessary.
Advertised: June 01, 2022
Applications close:

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