Closes: Friday, June 21, 2019
Target Start Date
Expected Work Hours
- Bachelor's degree from a regionally accredited institution preferred
- Recent administrative support experience, preferably within an institution of higher education
- Experience supporting a chief executive officer and governing board
Knowledge, Skills and Abilities:
- Outstanding interpersonal and communication skills and the ability to function well as a member of a team
- Proficient technology skills: Ability to handle documents and files, creating, correcting, and formatting; Experience with word processing, database, spreadsheet, presentation, and communications software; Willingness to continually update technology skills
- Ability to compose documents, using correct grammar and punctuation
- Accuracy and attention to detail is essential
- Strong organizational skills and deadline management
- Ability to organize and maintain files for ready access
- Must be flexible
- Must be able to handle extremely confidential information
- Must be willing to work flexible schedules as needed, with constant contact with the public at all times
- A high level of technical proficiency in the collection, management, and use of electronic information
- Familiarity with and appreciation for the mission of a comprehensive community college
- Ability to relate personally and professionally with the varied and diverse visitors, guests, students, staff, state and federal officials, and other clientele of the president's office and the board
- Ability to work independently with limited supervision, organize multiple priorities and deadlines, and work efficiently and calmly under pressure
- Ability to manage projects and organize and assemble presentations
- Information/Records Administration – Ability to compile, assimilate and organize both printed and electronic information; ability to apply knowledge of data collection, storage, organization, manipulation and/or analysis of data
- Office Technology – Ability to utilize office equipment and other relevant technology (software and systems) to meet organizational needs
- Problem Solving – Ability to identify and understand issues, problems and opportunities, use effective approaches or choosing a course of action or developing appropriate solutions
- Project Management- Ability to organize and manage strategic relationships and initiatives that excel the mission of the college.
- Work Coordination – Ability to facilitate the flow of work, facilitate or direct the office support activities and coordinate work with staff; ability to maintain internal and external contacts for work coordination
- Budgeting – Plans and monitors the use of expenditures to meet organizational objectives and compliance
- Program Knowledge – Understanding of services, policies and procedures; ability to demonstrate and apply this knowledge in performance of office support tasks; ability to explain and interpret information to appropriate audience
The Executive Assistant to the President & Board of Trustees is distinguished from other Administrative support positions by its responsibility for providing high-level support and communication with the President, President's Staff, and Board of Trustees. Assignments require a high degree of confidentiality and involve interactions with multiple levels of staff and contacts outside the area of assignment.
The Executive Assistant provides highly responsible administrative support for the President and the Board of Trustees; serves as a primary point of contact between these parties and the general public, employees and the community while exercising discretion and independent judgment in interpreting College policies, procedures, and practices. Some evening and weekend hours are required for this position as well as occasional travel. The position reports to the President and has the following responsibilities:
- Assist the President in developing, implementing, and maintaining strategic relationships and initiatives that excel the mission of the college.
- Receive, review, and disseminate information for the President and the Board.
- Coordinate the customer experience for the President's Office including all communications, greeting visitors, scheduling appointments.
- Draft, review, and route correspondence for President and the Board as appropriate.
- Manage all travel arrangements for the President and the Board of Trustees.
- Maintain and secure the depository of official documents, policies, and files for the President and the Board.
- Maintain and update Administrative Guidelines and Board Policy manual.
- Coordinate guidance for faculty, staff, students, and public sector when they run into challenges with college policy and procedures.
- Interpret DCCC policies, rules and regulations, and provide information in response to complaints and/or refer to appropriate personnel.
- Prepare papers and reports for consideration and presentation for the President and the Board as requested.
- Manage and maintain the President's schedule, calendar and appointments.
- Assemble and prepare material for meetings of the Board of Trustees; attend all Board of Trustees regular and special called meetings and committee meetings; maintain minutes, correspondence and prepare Summary of Board Activities for the fiscal year; oversee archival of minutes and materials for the Board of Trustees.
- Plan luncheons, receptions, and special events; select menus and coordinate catering arrangements.
- Respond appropriately and effectively to inquiries via phone, e-mail and one-on-one meetings with staff and external constituencies.
- Serve as the campus liaison to the College attorney.
- Collaborate with Department staff to plan and implement group/team meetings and other outreach activities associated with the President's office.
- Assist the President in the development and preparation of presentations.
- Monitor leave requests and other work-related documentation pertaining to the President's direct reports.
- Develop electronic files to maintain current information for the Presidents' Office and the Board of Trustees.
- Work with the Vice Presidents and other senior staff to ensure that issues are handled in a timely and appropriate manner in the absence of the President.
- Coordinate with administrative staff within the President's office to ensure efficient office coverage; continuously search for opportunities, technologies, practices and systems that improve the operation of the President's office.
- Generate, receive and maintain confidential and sensitive files, information and reports.
- Serve on college committees as appropriate.
- Maintain sensitivity, understanding and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.
- Support the mission, vision, and values of the College and attend College events and meetings.
- Assist the President as a liaison between the College, the North Carolina Community College System office, and various government and private agencies
- Serve as special coordinator for projects initiated in the President's Office
- Perform other duties appropriate and as assigned by the President that support the mission of the College.