EXECUTIVE ASSISTANT TO THE PRESIDENT
SUMMARY of POSITION
The Executive Assistant to the President relieves the President of administrative details and performs administrative functions that require a thorough knowledge of College policies, procedures, and operations and an understanding of the College’s role within the community. The Executive Assistant to the President is a Member of the Executive Cabinet Team and has recurring contact with members of the Board of Trustees, senior administrators and executives, public and private officials, the media, students, and parents. The Executive Assistant to the President exercises initiative and independent judgment in managing the President’s schedule and the office’s daily activities. The Executive Assistant to the President uses discretion in the dissemination of information to faculty, students, staff, and the various publics served by the College, as well as coordinates activities with several major subordinate administrative units of the College.
- Bachelor’s Degree in Administration, Business, Accounting, Computer Science or a related field from an accredited college, or equivalent experience.
- At least five years of increasingly responsible secretarial or administrative experience is required which must include an extensive knowledge of general office procedures, and supervision of others on a regular basis.
KNOWLEDGE, SKILLS AND ABILITIES
- Demonstrated extensive high-level administrative experience supporting cabinet-level individuals.
- Excellent verbal and written communication skills, including editing and proofreading.
- Excellent calendaring, planning and organizational skill, managing multiple complex projects concurrently.
- Demonstrated ability to cultivate strong working relationships and gain the trust and respect of all levels of internal and external constituencies.
- Contextual understanding of executive’s role within the college framework.
- Demonstrated ability to perform duties with a high level of professionalism, follow-through flexibility, discretion, judgment, accuracy, diplomacy and tact.
- Demonstrated ability to take initiative and to multi-task, adapt to changing priorities and meet deadlines, as needs change.
- Advanced computer skill and demonstrated experience with office software and email applications.
- Demonstrated ability to work very effectively with PSC colleagues and clients, and with external organizations.
- Experienced in maintaining budgets.
- Demonstrated ability to handle sensitive issues and maintain confidentiality.
- Coordinates the Presidents’ activities, including management of a complex calendar, travel arrangements, budget and associated logistics, with shifting priorities and deadlines.
- Independently commit the President’s time to those requesting access based on an in-depth understanding of the President’s priorities and needs and dynamic role within the college framework.
- Independently prioritize, plan coordinate and/or oversee logistics for meetings and conferences with individuals as well as others internal and external to the college, including executive and senior level staff, faculty, and donors. Organize agenda for weekly Cabinet Meetings.
- Organize and maintain the workings of the President’s office. Take responsibility for paper and electronic filing systems and ensuring all pertinent information and supporting materials are retained.
- Serve as the President’s liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executive informed of all matters requiring the President’s attention.
- Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
- Manage and/or oversee multiple projects concurrently; anticipate and track critical dates, events and organizational issues for the President; follow up with Cabinet Members or other appropriate parties to ensure deadlines are met.
- Manages a complex filing system by overseeing the filing system; creates files and records as necessary; updates files and records; determines retention or purge schedules, and retrieves files and documents as needed.
- Contributes to the overall success of the college by performing other essential duties and responsibilities as assigned by the President.
- Other duties as assigned.
HOW to APPLY:
Review of applications will begin immediately, and the position will remain open until filled. Interested applicants should submit a letter of application, resume, and three letters of professional references to: firstname.lastname@example.org. Email subject line should include the full name of the position for which you are applying, and documents should be in Word format. You may also mail your information to:
Philander Smith College
Attn: Office of Human Resources
900 Daisy Bates Drive
Little Rock, AR 72202
NOTE: Please no phone calls