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Position: Executive Assistant to the President

Status: Regular, Full-time, Exempt

Department: Office of the President

Reports to: President

Salary: $62,353.20 - $69,500.00 annual salary

Description:

The Executive Assistant to the President is responsible for oversight of office operations for the administration of the College. This role requires the utmost discretion, confidentiality, integrity, and independent judgement in carrying out required duties and responsibilities. This role, under direction of the College President, provides responsible confidential professional administrative and technical support to the College President and Cabinet members as assigned.

Duties and Responsibilities:

+ Provide oversight to the Office of the President’s administrative operations.

+ Conduct and respond to correspondence via telephone, email, fax, and text.

+ Route and convey messages accurately and with a sense of urgency.

+ Assist the President with creating and distributing communications and memos.

+ Process mail for the President and Cabinet members as directed.

+ Coordinate administrative meetings and events and collaborate with internal and external partners in providing the President with a complete administrative calendar.

+ Prepare and distribute agendas and other materials for administrative meetings.

+ Take minutes at administrative, committee, and board meetings as assigned.

+ Serve as the point person and gatekeeper for the Office of the President, greeting and assisting visitors, including students, faculty, staff, and the public.

+ Create, organize, and maintain confidential files and records.

+ Manage the flow of electronic, paper, and verbal information and communications with proficiency.

+ Disseminate information, explaining policies and procedures, and speaking as directed for the College President in personal and telephone contacts and meetings.

+ Collaborate with Cabinet team members and provide direct administrative support as appropriate.

+ Assist with tracking and reconciling the budget for the Office of the President, process expense reports, and manage purchasing for the office.

+ Provide direct support for the Board of Trustees, including updating Board of Trustee information including By- Laws, Committee Lists and contact information, scheduling of and attendance at all committee and board meetings; disseminating meeting agendas and other documents; ensuring compliance with meeting notice requirements; preparing for events and meetings in collaboration with the Events Coordinator and IT Department, including ordering refreshments and meals, setting up meeting spaces, preparing name card; taking minutes.

+ Other duties as assigned by the President.

Communication and Culture

+ Safeguard the confidentiality of College administration by exercising discretion in communicating information to faculty, students, staff, and the various public members.

+ Greeting and assisting visitors, including students, faculty, staff, and the public.

+ Receive and screen visitors demonstrating tact and courtesy.

+ Exercise judgment and refer visitors to appropriate College offices and personnel.

+ Serve as a liaison between the President and staff, students, the public, and other College personnel; establish and maintain positive staff and public relations.

+ Communicate information in person, by telephone, or email - where judgment, knowledge and interpretation of policies and regulations are necessary.

+ Serve as a model for positive interdepartmental communication by ensuring clear, tactful, and courteous exchange of information between the President's Office and other administrative departments.

+ Lead and/or participate in cross College related continuous improvement projects.

Qualifications and Preferences:

+ High school degree or GED required.

+ 4 years of experience in progressively responsible administrative support positions.

+ Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive workplace.

+ Proven ability to handle highly sensitive and confidential information with integrity and professionalism.

+ Excellent communication skills including public speaking: over the phone, in person, and written communications.

+ Ability to effectively communicate with colleagues and the public to professionally represent the principles of PSC.

+ Demonstrated skill at gathering, organizing, distributing, and filing information.

+ Superior organizational skills include managing multiple tasks at once and strong attention to detail.

+ Strong working knowledge of Microsoft Office suite, particularly Word and Excel.

+ Demonstrated proficiency in Zoom and Microsoft Teams.

+ Demonstrated ability to work collaboratively in a team environment.

+ Ability to handle a fast-paced environment and remain productive and calm under pressure.

+ Ability to work occasional weekends or evenings to accommodate College events and deadlines.

+ Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive campus community.

Preferred:

+ Associate or bachelor’s degree preferred.

+ Demonstrated administrative support experience at an institution of higher learning.

+ A comprehensive understanding of the shared governance structure of a college or university.

Physical Requirements:

Environmental Conditions

+ Work is consistently performed in an indoor office setting with normal temperature ranges for the season.

+ Traditional noise of a busy office setting can be expected.

+ Working spaces may be crowded based on traffic and space configuration.

Lifting and Carrying

+ Ability to regularly lift up to 10-25 lbs.

+ Frequent lifting and carrying of light to moderate office equipment (laptop or meeting materials) weight items.

Mobility

+ Prolonged sitting majority of the workday to complete responsibilities.

+ Ability to bend, stoop, and kneel to pick up items, as necessary.

+ Climbing various staircases across the campus to engage in meetings and/or presentations.

+ Utilize mobility assistive devices and equipment, as necessary.

Dexterity and Hand-Eye Coordination

+ Manual dexterity for handling small office-related objects.

+ Fine motor skills for work performed on laptop.

+ Infrequent need to reach overhead or below knee level to perform work duties.

Sensory Requirements

+ Good vision, including color vision if required, with corrective lenses, as necessary.

+ Good hearing with assistive devices, as necessary.

Paul Smith’s College is an equal opportunity employer. Position descriptions are created that focus on essential functions, using inclusive language, and avoid unnecessary or discriminatory requirements.