Executive Assistant-President's Office
Main Campus, Graham, NC
Closes: Sunday, December 31, 2023
Target Start Date
Expected Work Hours
- Bachelor's degree with emphasis in business administration, public administration, public policy, communications, public relations, or related discipline. Degree must be from an accredited institution. Or, equivalent combination of education and experience.
- Minimum of five (5) years of experience providing key support to a CEO, President and Executive Director as a liaison with the executive office.
- Excellent verbal and written communication skills and ability to write professional emails, letters, memorandums, minutes, reports and other literature as may be necessary.
- Knowledge of the principles and practices of administrative analysis.
- Knowledge of office practices and protocol.
- Knowledge of principles and procedures of office management and supervision.
- Knowledge of standard record maintenance procedures.
- Proficient skills in the use of technical computer applications including Microsoft Word, Excel, PowerPoint, and Outlook or similar package.
- Skills in planning and coordinating administrative and/or clerical functions.
- Skills in setting work priorities and assigning work.
- Skills in expressing ideas and abstract thoughts clearly in both written and oral form.
- Ability to conduct administrative and organizational studies and to make recommendations for improvements.
- Ability to collect, compile, analyze data, assemble information and prepare reports.
- Ability to interpret county, state and federal administrative policies and procedures.
- Demonstrated ability to establish and maintain effective working relationships and to collaborate with Board members, City Officials, Cabinet members, associates, governmental and business officials and employees.
- Ability to prioritize, plan, and execute multiple, complicated and continuing assignments in a timely manner.
- Demonstrates knowledge of office operations, including meeting activities, information requirements and protocols, and logistical planning.
- Superior verbal and written communication, interpersonal, presentation and organizational skills.
- Proven ability to work independently and multi-task in a fast-paced environment.
- Strong project management and follow-up skills.
- Excellent research skills and familiarity with governance requirements, e.g., record keeping.
- Ability to interact with staff at the highest organizational level.
- Exceptional administrative skills.
- Strong time management and planning capabilities.
- Solid judgment in terms of completing priorities, addressing urgent matters, confidentiality and delegation of tasks.
- Effective self-starter, self-manager with an ability to work in a complex, creative environment.
- Demonstrated sensitivity to and appreciation of ethnic and cultural diversity.
- May operate a motor vehicle to conduct various work activities.
- Performs other related duties as required.
OPEN UNTIL FILLED
For best consideration, apply by March 24, 2023
PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform executive-level administrative work in managing the President’s Office operations, and to assist with President’s Office activities with the Board of Trustees, Executive Vice President’s Office, Vice Presidents’ offices, and other areas within the College and external community. This position will serve as the liaison between the College and internal and external entities. Another primary goal of this position is to provide support for the President’s networking, advocacy, and communications within the College and beyond.
EXAMPLE OF DUTIES:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Responsible for day-to-day coordination of executive-level support, information across all programs, and operational areas reporting to the President. Attends both executive level and President’s Cabinet meetings regularly as well as other meetings as requested by the President.
- Prepares presentations and metrics for strategic initiatives.
- Serves as a liaison between the President, external community stakeholders, and partners as required.
- Prepares correspondence and other communications on behalf of the President and is responsible for the President's internal and external communication activities.
- Conducts background research, gathers information, and assembles and analyzes data to prepare reports and documents as required.
- Drafts, reviews, and edits reports, papers, and various correspondences as required
- Maintains a high standard of confidentiality.
- Performs and promotes all activities in compliance with equal employment and nondiscrimination policies; follows federal laws, state laws, school Board’s policies, and professional standards.
- Monitors and ensures compliance with college, federal, state, and local laws and policies.
- Participates in special projects, including developing PowerPoint presentations.
- Provides administrative and project management assistance and coordinates logistics and details for President's events, activities, and meetings.
- Communications and Interpersonal Contacts
- Formulates and clearly communicates ideas to others, providing a variety of information to staff and others to assist workflow throughout the organization.
- Works and communicates with a diverse group of people, including state, local and federal government; the public; employees; and students.
- Demonstrates sensitivity in handling confidential information.
- Interprets guidelines, regulations, policies, and procedures to support executive decision-making processes.
- Resolves routine and complex problems independently, with minimal consultation with supervisor.
- Supervision/Financial Oversight
- May supervise administrative staff and/or volunteers, interns, and temporary staff.
- Serves as delegated financial authority in a variety of areas, such as arranging for large meetings and committing funds related to such meetings, and approving expense reports.
- Assists with extensive and critical planning for the President’s Office, handling all aspects of delegated projects and meetings, including: follow-through on meeting notes, tracking ongoing projects and processes, developing workflow systems to increase efficiency and effectiveness, and handling any ad hoc processes.
- Works with President to manage organizational priorities.
- Coordinates and facilitates a variety of meetings and work groups as requested
- Coordinates multiple diverse projects with several variables, set realistic deadlines, and manage timelines.
Other Important Responsibilities
- Attends and records minutes for President's Cabinet meetings.
- Assists with tasks and functions related to the Board of Trustees.
- Performs a variety of complex and confidential duties for high-level management staff involving the use of independent judgment and personal initiative; independently respond to letters and general correspondence; compose and prepare letters, agendas, memos and reports pertaining to standard policies.
- Performs follow-up on college policy changes as approved by Board of Trustees for inclusion in online Employee Policies and Procedures Manual, Board’s Policy Manual and other college publications as appropriate.
- Supervises and coordinates hosting activities or events by the President or other state/county officials or business/industry leaders.
- Coordinates travel arrangements, accommodations, conference registrations or other travel-related plans for the President or other executive level staff
- Monitors office budget for salaries, supplies, travel or other expenses; monitors expenditures to ensure compliance with approved budget and develops draft budgets for new initiatives and special projects.
- Monitors deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and performs follow-up on status of items.
- Communicates with Executive Vice President, Vice Presidents, Directors, Deans, Department Heads, other employees, students, parents, the public, government agencies, local businesses/industries, other colleges, outside agencies and other individuals as needed to coordinate work activities, review status of work, exchange information or resolve problems.
- Maintains confidentiality of classified issues and documents.
How to Apply
- Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.
- Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
- Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
- Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
- Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
- Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
- Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
- Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
- Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
- Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
For non-faculty positions, all relevant full- and part-time work experience related to the position should be included on the application, including start and end dates.
***An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest and transcript attachment. Resume attachments are welcome but will not be accepted in lieu of complete application. Transcript MUST be scanned and attached in order to be consider for this position!