Summary
Reporting to the President, the Executive Assistant to the President provides comprehensive administrative and operational support to the President and serves as the primary coordinator for the Office of the President. This highly trusted role requires independent judgment, discretion, and exceptional organizational and communication skills to support both administrative operations and special initiatives, including executive searches, budget management, office operations, and campus and…
off-campus events.
Job Responsibilities Include:
Executive Support
- Manage the President's complex calendar, scheduling priorities, and travel arrangements, exercising discretion and judgment in setting priorities and ensuring effective use of the President’s time.
- Manage the President’s contact with donors, and prospective donors, as primary liaison with Advancement in this planning.
- Prepare meeting agendas, briefing materials, presentations, and correspondence; anticipate needs and coordinate with meeting organizers to ensure materials are provided in advance.
- Coordinate and manage travel logistics for the President, including travel arrangements, ground transportation, dining reservations, itineraries, briefings, and other supporting materials, coordinate other event-related needs
Communications and Constituent Relations
- Supervise the Senior Administrative Assistant, who serves as a primary point of contact for the President’s Office, managing the flow of communication and constituent relations.
- Respond to inquiries and requests from campus and external stakeholders.
- Draft standard correspondence, announcements, and communications on behalf of the President.
- Coordinate invitations, event participation, and protocol matters.
Meeting and Event Coordination
- Organize presidential meetings, campus events, ceremonial functions, and special programs.
- Coordinate and participate in meetings and retreats of the President’s Cabinet.
- Support confidential executive searches for Cabinet positions reporting to the President in collaboration with executive search firms
- Ensure timely completion of action items resulting from meetings.
- Collaborate with Assistant Director of Board Affairs and Strategic Initiatives on preparation and execution of Board of Trustee meetings and other applicable campus activities.
Administrative Operations
- Manage, through supervision of the Senior Administrative Assistant, office records, budgets, purchasing, and expense reporting.
- Develop and maintain efficient administrative systems and processes.
- Serve as the safety representative for the President's Office and backup to the Vice President for Strategic Planning and Institutional Diversity/Chief of Staff related to emergency preparedness responsibilities.
- Support special projects and initiatives as assigned.
- Maintain accurate and organized documentation and institutional records.
Qualifications
Education: Bachelor's degree in relevant field; equivalent combination of education and experience considered.
Experience: Minimum of 5 years of progressively responsible administrative support experience, preferably supporting senior executives. Supervisory experience preferred.
- Exceptional organizational, time-management, and multitasking skills.
- Excellent written and verbal communication skills.
- Demonstrated ability to handle confidential information with discretion.
- Proficiency in Microsoft Office suite (PowerPoint, Excel, Word), Outlook calendar, and human resources and financial systems (Oracle or similar). Experience with AI preferred.
- Proactive in learning and implementing new technologies to improve office functions.
- Strong interpersonal skills and customer-service orientation.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong attention to detail and accuracy.
- Professional judgment and discretion.
- Ability to work independently and collaboratively.
- Commitment to providing exceptional service to internal and external constituents.