Executive Assistant and Clerk of the Board

Performs functions necessary to facilitate effective and efficient meetings, including working closely with the VP /Secretary, Board Operations Director, President, Senior Team and their assistants, Board Chair and Trustee Committee Chairs, as well as the trustees' assistants to oversee the planning and preparation of agendas, meeting materials, and any associated events in advance of each meeting of the Spelman Board or involving Trustees.

Maintain the records and documents associated with the meetings of the Board with minimal supervision. Attends the Board Affairs Committee and the full Board meetings to record, write and distribute minutes in a timely fashion. Supports the various committee liaisons as needed and maintains records associated with other College meetings and committees.

Collects, maintains, and compiles statistical data pertaining to the Office of the Board of Trustees (e.g., trustee participation and renewal, demographics, conflicts of interest, annual assessments) for review and analysis by the Board Operations Director. Assists with dissemination, collection, and maintenance of records pertaining to awards and honors (e.g., National Community Service and Honorary Degree Awards).

Supports ongoing communications with the Board, in conjunction with the Board Operations Director, President, Vice-President and Secretary of the College, and other College officials. Prepares correspondence, including memoranda and reports as assigned; manages incoming and outgoing correspondence; ensures prompt and proper flow of materials to Trustees and Senior Staff.

Works closely with the Vice President and Secretary of the College, Board Operations Director, President's Office, Board Chair, and other College divisions (e.g., Business and Financial Affairs, Communications and External Affairs, Institutional Advancement, Office of Special Events) to provide logistical support for current or prospective Board members and special guests of the Board of Trustees, and for regularly scheduled activities (e.g., Founders Day, Commencement, Reunion, Christmas Carol Concert, Homecoming).

Performs day-to-day monitoring, tracking, and reconciliation of budgets assigned to the Office of the Board of Trustees and maintains financial/accounting records to ensure accurate purchasing, billing, and compliance with the College's budget guidelines. Produces regular budget reports for review and decision by the Board Operations Director.

Provides ongoing project management support, including executive administrative and clerical support for the Vice President and Secretary of the College and the Board Operations Director, including presidential assignments, calendaring, and travel arrangements.

Assists with inventory of office supplies; prepares requisitions and check requests for supplies, equipment, and consultants.

Provides high-level administrative support for planning and executing events hosted by the Office of the Board of Trustees, including the biennial retreat, under the direction of the Board Operations Director - coordinating site visits and collaborating with other constituencies (e.g., conference organizers, Facilities Management Services, caterers) to accommodate attendees and high-profile guests.

Assists with compilation of materials needed for auditors and accreditation teams to ensure records are maintained and disseminated according to policies and procedures (e.g., COI and SACS). Maintains records and documentation on Board resolutions and matters related to accreditation.

Performs day-to-day updates and maintenance of the Board of Trustees website under the content direction of the Board Operations Director. Serves as day-to-day liaison to the Webmaster; creates Adobe PDF files from Microsoft documents; uploads files to the electronic board portal in a timely manner; disseminates updated information to the College community via web and email blast.

Provides supplemental office support as needed in the President's Office.

Serves as first point of contact for routine inquiries directed to the Office of the Board of Trustees, escalating non-routine matters to the Board Operations Director. Assists constituents and staff in finding and retrieving items for research and/or requests for information.

Assists with supervision of student workers.

Required Qualifications

High school diploma and seven years of directly related work experience, preferably reporting to senior management or an equivalent combination of education and experience are required. Must have experience working in a fast-paced environment. Prior administrative work experience in a higher education setting is preferred.

This position requires overtime, an individual who is very flexible, possess excellent organizational skills, and follows up on pending matters with limited direction. Good proofreading skills are essential.

Must be able to interact well with a diverse group of people, adjust to changing situations, exercise tact, discretion, and diplomacy in carrying out responsibilities, and able to handle multiple tasks. Must be able to prioritize and manage a variety of responsibilities with minimal supervision.

Excellent written and oral communication skills are required when presenting information and responding to questions from internal and external customers in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and e-mails. Also, must be able to read, analyze, and interpret general governance publications and documents related to activities of the Board of Trustees, Presidential Ceremonies, and Campus-wide committees.

To perform this job successfully, an individual must have advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint) and Adobe Acrobat. Experience with Outlook, Banner, online web conference systems, and electronic board books such as Diligent or BoardVantage is highly desired. The ability to create flyers/brochures, databases, presentations, graphs, forms, and merge spreadsheets with formulas is essential.

Preferred Qualifications

Bachelor's degree preferred. Prior administrative work experience in a higher education setting is preferred.

Preference for experience in legal or compliance related work environment.

Certifications, Licenses, Restrictions

NONE

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, use hands and fingers to operate computer and office equipment, talk, and hear. The employee is frequently required to: stand, walk, and reach with arms and hands. The employee is occasionally required to: climb or balance, stoop, or crouch, taste and smell, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include ability to adjust focus.

Full Time/Part Time: Full-time

Work Location/Schedule

This position is eligible for a hybrid work arrangement.

Posting Number: SC0966P

Open Until Filled: Yes