Executive Assistant to the President and Board of Trustees
Employer
Job Location
133 James Sprunt Dr Kenansville, NC 28349
Salary/Grade
Benefits
Job Category
- Executive/Administrative/Managerial
Application Period
Closes: Tuesday, November 30, 2021
Target Start Date
Expected Work Hours
Employment Type
Minimum Qualifications
QUALIFICATIONS: Education, Experience, Skills, and Abilities
Education
Associate Degree in Office Administration or related degree OR equivalent combination of education and experience.
Experience
Extensive experience as an Administrative Assistant or Senior Administrative Assistant. Experience with the Community College system is preferred.
Skills and Abilities:
- Communicate effectively verbally and in writing.
- Be proactive, anticipate problems, and try to solve them independently.
- Ability to maintain confidentiality at all times.
- Ability to maintain a professional demeanor in a fast-paced environment.
- Skill in managing executive calendars.
- Skill in organizing, planning, and coordinating meetings and travel arrangements.
- Proficient in Microsoft Suite (Word, PowerPoint, Excel, etc.)
Working Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Some in and out-of-state travel may be required. Work is performed mainly indoors. Only light to medium physical effort is required. Occasional weekend work may be required. May be expected to attend meetings as directed by the President.
This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisor personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to focus. Requires local travel.
NOTICE OF NON-DISCRIMINATION
James Sprunt Community College is an Equal Opportunity Employer. The College prohibits discrimination against any person (including staff, faculty or student body) on the basis of race, color, national origin, sex, disability, religion, political affiliation, sexual orientation, gender identity, veteran status, genetic information, or age.
If you need assistance or accommodations please contact 910-296-2400.
Preferred Qualifications
N/A
Position Description
HIRING SALARY RANGE
MINIMUM HIRING SALARY: $35,510.00 ANNUALLY
MIDPOINT HIRING SALARY: $44,388.00 ANNUALLY
Under the direction of the President, performs a wide variety of complex, confidential, and independent administrative support duties for the President, Chief of Staff, and Board of Trustees, which requires substantive knowledge of the total organization of the community college.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Maintain the schedule of the President and Chief of Staff, including day-to-day and long-term management of meetings, projects, and priorities to include local and state officials
- Schedule and coordinate all meetings, travel, and retreats including prioritizing meetings and communicating all relevant details to participants including Board of Trustee members and/or the Board of County Commissioners.
- Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
- Ensure President and Chief of Staff are prepared for upcoming appointments by gathering materials necessary for each meeting.
- Work with other college staff and faculty to collect and assemble information for presentations, projects and strategic planning.
- Serve as the first point of contact for a wide variety of high-level relationships between President, Chief of Staff and external contacts.
- Handle phone, email and postal mail inquiries and respond appropriately.
- Draft and edit correspondence, reports and presentations; transcribe meeting notes.
- Coordinate and manage special projects, including working collaboratively with faculty, staff and college leadership council to assure projects meet deadlines.
- Take on tasks to support the work of college's overall mission.
- Prepare agendas and information packages for board meetings to include Board of Trustees and Board committees.
- Attend all Board of Trustees regular and special meetings, correspond with Board members regarding meetings and mail; inform news media, faculty and staff of all trustees meetings and social functions.
- Familiarizes self with North Carolina General Statutes related to the operations of Community Colleges and their Boards. Be able to interpret and apply these laws in the form of College policy and by-laws for the Board of Trustees.
- Prepares correspondence, speeches, reports, etc. for the President, Board Chair and other senior staff as appropriate.
- Prepares and maintains records and files in the President's Office for the College and Board of Trustees.
- Initiates requisitions to order and purchase food, supplies, books, equipment and office supplies for the President's Office.
- Updates and initiates payment for all institutional memberships and subscriptions.
- Provides appropriate information and assistance to students, guests and visitors to the President's Office.
- Engages in a program of professional development and community service.
- Attends President's Council and other executive session meetings. Maintains these minutes and distributes as appropriate.
- Files and retrieves materials based on full knowledge of the records management system in the office.
- Serves as resource for other assistants/secretaries/departments.
- Facilitates communication between president, faculty, staff, and students.
- Provides routine communications to members of the Board of Trustees.
- Coordinates the collection of survey data to support reporting, strategic planning and the Board of Trustees.
- Works with Vice Presidents, Chief of Staff and other senior staff.
- Continuously searches for opportunities, technologies and practices that improve the efficiency and performance of the President's office.
- Participates in professional development opportunities to improve knowledge and skills.
- Acquires computer/technology competencies as appropriate to position.
- Assists with equipment and software maintenance.
- Other duties as assigned.
How to Apply
ONLY APPLICATIONS SUBMITTED DIRECTLY TO THE FOLLOWING WEBSITE WILL BE CONSIDERED: https://www.schooljobs.com/careers/jamesspruntcc?
Job Post Contact
Human Resources
Jscchr@jamessprunt.edu
910-275-6450
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