Executive Assistant to the President
- Employer
- University of Puget Sound
- Location
- Washington, United States
- Salary
- Salary Not specified
- Date posted
- Jun 22, 2022
View more
- Position Type
- Executive, Chancellors & Presidents
- Employment Level
- Administrative
- Employment Type
- Full Time
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Executive Assistant to the President
University of Puget Sound
Job ID: 6649
Location: President's Office
Full/Part Time: Full Time
Regular/Temporary: Regular
Staff Posting Details
Appointment: Regular, full-time (1.0 FTE)
Position Summary:
To provide high level, detailed direct assistance to the president in performing the duties of the chief executive officer of a complex organization. Working closely with the director of the Office of the President and with the chief of staff, key areas of responsibility include management of the president's schedule, correspondence, meeting preparation, and travel arrangements. Represents the president in a gracious, inclusive, and professional manner.
Essential Job Functions and Responsibilities:
-
Serves as first-line resource for
the president in achieving maximum effectiveness with daily
scheduling. Maintains and monitors the president's schedule of
appointments and events; interfaces with constituents on campus and
externally to ensure the president has necessary materials for
appointments and events; arranges, monitors, and adjusts complex
travel schedules; evaluates requests for appointments according to
established and emerging priorities; serves as liaison with the
president's direct reports to ensure the president has needed
information for appointments and to resolve scheduling issues;
coordinates summaries of meetings, prepares itineraries for meeting
attendees and ensures distribution as needed.
Conserves the president's time by
reading, routing, and drafting responses to correspondence for a
broad range of constituents; collects and analyzes information;
initiates telecommunications when needed. Manages high volume
electronic mail accounts, and organizes accounts for future access.
Ensures quality and timeliness of all communications.
With other office staff, provides
hospitality to office guests while ensuring efficient flow of
visitor traffic to keep the president's schedule timely. Welcomes
guests, answers or directs inquiries in person or on the
telephone.
Maintains confidential materials;
develops and utilizes file, retrieval, and other organizational
systems to ensure ready access to information.
Researches, collects, analyzes, and
synthesizes information to produce documents and reports. Produces
information by transcribing, formatting, inputting, editing,
retrieving, copying, and transmitting text, data, and
graphics.
Serves as liaison for the president
with Technology Services to troubleshoot and maintain optimal
computer and all electronic communications devices.
Manages president's expenses.
Serves as resource for other campus
administrative staff on protocols related to work and
correspondence with the president and senior decision-makers.
Maintains professional and technical
knowledge by attending educational workshops; reviewing
professional publications; and establishing personal networks.
Performs other duties as
assigned.
Qualifications:
-
Bachelor's degree or equivalent
combination of education and experience, plus four years of
increasingly responsible administrative support experience,
preferably at the senior executive level.
Demonstrated ability to effectively
manage changing priorities and multiple tasks in deadline-driven,
high-volume, fast-paced office environment. Ability to pay
meticulous attention to detail and follow through on initiatives
while managing a large and varied workload and workload
demands.
Demonstrated ability to work in a
collegial, consultative and collaborative manner.
Exceptional organizational, planning
and time management skills to manage projects and priorities
independently and to ensure participation and contributions from
individuals not directly supervised.
Ability to execute effectively by
using resources efficiently, planning and prioritizing, meeting
deadlines, and keeping others informed of work plans and progress
toward goals.
Ability to use business knowledge,
innovative thinking, and sound judgment in the solution of problems
or the pursuit of opportunities.
Skill in examining and refining
operations and procedures and developing and implementing new
strategies within the scope of defined responsibilities.
Superior one-on-one interpersonal
and communication skills, including ability to foster confidence
and trust and negotiate solutions in sensitive or confidential
situations.
Strong oral, written and
interpersonal communication skills are required to interact with
staff, students and external stakeholders.
Demonstrated ability to draft
error-free, audience-specific professional communications for a
wide range of constituents; demonstrated exceptional proofreading
skills and knowledge of grammar, standards of professional
correspondence.
Advanced-user level experience with
Microsoft Outlook or similar calendaring or email software
preferred, with other Microsoft Office suite or similar
word-processing, spreadsheet, and other productivity software
required.
Demonstrated ability to use
diplomacy, discretion, and judgment in providing information to and
referring others.
Demonstrated skill in detecting
emerging issues and making time-sensitive decisions with limited
information and where precedents have not been established, in
accordance with knowledge of department priorities, president's
style and preferences, and institutional strategic goals. Ability
to consolidate information from various sources to reach sound
decisions, and ability to consider the ultimate impact of decisions
and actions on internal and external customers.
Experience with or understanding of
higher education operations at the senior decision-maker level
preferred.
Experience coordinating executive's
travel schedule preferred.
Ability to respectfully work,
communicate and provide leadership within a diverse campus
community.
Success profile:
This position provides direct support to the president in achieving maximum effectiveness. The successful candidate will demonstrate an ability to work closely with high-capacity senior decision makers, to shift priorities seamlessly, and to serve as a representative of the president and model for other college staff. The successful candidate will demonstrate an appreciation for the mission of liberal arts education and the opportunity of serving in this key role at the center of the college's operations. The successful candidate will demonstrate the ability to engage in appropriately assertive communications while preserving Puget Sound's culture of discourse in community. Individuals with action orientation and ability to work both independently and in collaboration with others are encouraged to apply.
Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits
Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.
Required Documents:
-
Resume
Letter of Interest
Applications submitted without the required attachments will not be considered.
All offers of employment are contingent on successful completion of all required background checks. All new hires will be required to submit proof of current COVID-19 vaccination (including booster) or receive an approved medical or religious exemption from the university.
Diversity Statement:
-
We acknowledge the
richness of commonalities and differences we share as a university
community; the intrinsic worth of all who work and study here; that
education is enhanced by investigation of and reflection upon
multiple perspectives.
We aspire to
create respect for and appreciation of all persons as a key
characteristic of our campus community; to increase the diversity
of all parts of our University community through commitment to
diversity in our recruitment and retention efforts; to foster a
spirit of openness to active engagement among all members of our
campus community.
We act to achieve
an environment that welcomes and supports diversity; to ensure full
educational opportunity for all who teach and learn here; to
prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity
The University of Puget Sound is an equal opportunity employer.
How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment
About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.
As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA
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