Description

The Executive Assistant performs high-level administrative support for the President and the Board of Trustees; prepares correspondence, reports, and meeting materials; attends a variety of meetings, takes minutes, and maintains official records; serves as liaison between Board of Trustees and state and national organizations; maintains records associated with required training and certifications for President and Board of Trustees; coordinates travel arrangements for the President and Board of Trustees;  and provides information and assistance to the public.

Examples of Duties

Essential and other responsibilities and duties may include, but are not limited to, the following:
 
Essential Functions:
 

• Provide high-level administrative support to the President and Board of Trustees.
• Prepare and distribute meeting packets for Board of Trustees meetings.
• Prepare and distribute all official Board of Trustees meeting notices to ensure compliance with North Carolina Open Meetings Law.
• Attend Board of Trustee meetings, Executive Council and related committee meetings; take minutes and maintain official files.
• Serve as liaison between administration/Board of Trustees and the North Carolina Ethics Commission; arrange Ethics Training for administrators and Board of Trustees members; maintain records related to Ethics Training and Statements of Economic Interest and meet reporting requirements for the North Carolina Ethics Commission.   
• Maintain leave reports for employees reporting directly to the President.
• Communicate regularly with external agencies including the North Carolina Community College System and the North Carolina Association of Community College Trustees.
• Receive and review all incoming mail directed to the president on a daily basis; obtain background information or materials pertinent to the subject matter of the correspondence; prepare a "signature folder" for institutional documents needing signatures of the president.
• Answer phone calls to the president; convey telephone messages; direct requests and inquiries from the public, students, faculty and staff to appropriate staff; provide routine information and give directions to campus visitors as needed.
• Organize business meetings, make room reservations, arrange for meals with caterer as required; maintain reservation calendar for the Forlines Board Room.
• Maintain a calendar of activities, meetings and various events for the President; coordinate activities with other campus divisions or departments, the public and outside agencies; remind staff of upcoming meetings and events; make travel arrangements, maintain associated travel records, and submit travel reimbursements for the President and board members.
• Prepare, process and maintain a variety of documents including general correspondence, travel documents, agendas, reports, contracts, memoranda, etc. 
• Prepare and archive minutes for various committees as assigned; prepare and proofread correspondence for the president.
• Order and maintain office supply inventory; process requisitions to purchase equipment and supplies; submit purchase orders for payment; schedule equipment repairs and rentals.
• Ensure that all donations and gifts to the college are properly acknowledged and reported to the Board of Trustees for official acceptance.
• Lead the annual College awards process; direct the recipient selection process and procure awards.  

 Marginal Functions:

• Assist in management of the President's Office budget.
• Assist in collecting information for publication in the President’s report, Policies and Procedures Manual, college catalog, etc.
• Participate in professional development activities and required employee training.
• Perform other duties as assigned.

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

Qualifications and Working Conditions

Knowledge of:

• Operations, services and activities of an assigned department or division.
• Principles of business letter writing and basic report preparation.
• Practices used in minute taking and preparation.
• Modern office procedures, methods and computer equipment.
• Fundamental principles and procedures of record keeping.
• English usage, spelling, grammar and punctuation.
• Basic clerical accounting principles and procedures.
• Pertinent Federal, State and local laws, codes and regulations.
• Principles and processes for providing customer service.

Ability to:

• Understand the organization and operation of the CCC&TI campus as necessary to assume assigned responsibilities.
• Perform clerical work including maintenance of appropriate records and compiling information for reports.
• Work independently in the absence of supervision.
• Type or word process at a speed necessary for successful job performance.
• Operate a variety of office machines including a computer.
• Perform routine mathematical calculations.
• Respond to requests and inquiries from the general public.
• Understand and carry out oral and written directions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Develop and administer an efficient records management system.
• Interpret, explain, and enforce departmental policies and procedures.

Environmental Conditions:

The employee should have the ability to effectively handle a work environment and conditions which involve an office workspace and working closely with others. 

The employee must sustain the work environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

Physical Conditions:

Essential and marginal functions may require maintaining the physical condition necessary for standing or sitting for prolonged periods of time; lifting and carrying materials up to ten pounds; and rapidly typing for extended periods of time.

Employee must also maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with and understanding others, and handling varied tasks simultaneously.

Employee must maintain mental capacity which permits making sound decisions, answering questions, working with numbers, demonstrating intellectual capabilities, concentrating on a task over a period of time, and maintaining confidentiality where appropriate.

Scheduling Conditions:

This is a full-time, 12-month position, which requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm. This position generally works daytime hours, but has the potential for occasional evening or weekend hours.

Traveling Conditions: 

Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out-of-state travel is limited but may be required for training and conferences.