Position Title: Assistant to the President
Department: President (CEO)
Division: Chief Executive Officer/ President (CEO)
Employee Status: Full-time
Type: Professional Staff Association (PSA)
Grade: L
Salary: $60,000-$65,000 annually
FLSA: Exempt
Issued: August 1975
Revised: 9-89; JA-98; 5-03; 7-04; 4-05; JA 6-07; 5-08; 08-18, 10-18, 4-25
Reporting Relationships
Reports to: General supervision is received from the President.
Supervision Exercised: Supervision is exercised over support staff and student employees.
Job Summary
Under the direction of the President, augments work by identifying priorities, supporting decision-making, and alerting to potential problems. The position has moderate authority to speak on behalf of the President. Acts as a conduit to/from the Board of Trustees, governmental officials, community leaders and college administrators, faculty and staff. Identifies, directs and resolves issues before they reach the President and prioritizes those issues that require his/her attention. Manages a variety of special projects and responsibilities for the President that regularly require strong judgment, keen perspective, and the ability to make decisions. Demonstrates tact and diplomacy to interact effectively with both internal and external constituencies.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
Supports the President in addressing the responsibilities of the position.
- Assists the President in the development and dissemination of internal and external communications. Prepares major reports, speeches and presentations for the President.
- Prioritizes, researches and ensures follow-through of the President’s internal and external workload and pressing issues. Addresses issues for the President as assigned.
- Develops the President’s calendar. Reads the President’s e-mail, and notifies President when immediate action is necessary.
- Represents the President in internal and external meetings and functions.
- Implements special projects and conducts research for the President.
- Involved substantially in complex, highly sensitive confidential administrative matters.
- Coordinates various projects and functions, and manages the annual calendar of the President.
- Supports the President in tracking progress on the goals assigned by the Board.
- Develops a calendar of events and activities for the President.
- Drafts the Financial Planning model and manages the corresponding budgets for the Office of the President and the Board of Trustees.
- Regular attendance is expected.
- Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
Serves as the Recording Secretary of the Board of Trustees - Works with the President and members of the Executive Leadership Team to coordinate the development of Board meeting agendas.
- Responsible for the preparation of minutes of Board meetings and works with the College attorney to ensure that open session minutes comply with state law and college policy.
- Maintains discretion and confidentiality in all actions related to the Board and to the President.
- Prepares the monthly packet of materials that accompany the Board agenda. Remains well informed of Board Policy and supports the President in ensuring that actions during Board meetings are consistent with these policies.
- Conducts research and completes projects that address College and Board issues.
- Serves as a liaison to the Board on behalf of the President. Responds to Board member inquiries and supports Board members in addressing their responsibilities.
Office Management for the Administration Building
- Plans, organizes and assigns the work of support staff and student workers within the Office of the President.
- Responsible for ensuring a responsive and efficient office climate in the Administration Building through effective collaboration among administrative assistants and support staff members working in the building.
- Interviews, recommends and evaluates the performance of support staff and student workers within the Office of the President.
- Meets periodically with all administrative assistants and support staff in the President’s Office to ensure the coordination of work and service to constituents.
Knowledge, Skills, and Abilities
- Discernment to identify and analyze a variety of issues and problems, making recommendations and/or taking action to resolve them.
- Ability to prioritize and complete assignments independently, while balancing competing needs.
- Ability to retrieve and communicate information quickly, clearly, and accurately, in both oral and written form.
- Ability to produce clear, concise, written documents, presentations and reports.
- Ability to maintain strict confidentiality and discretion.
- Propensity to respond flexibly with a positive attitude in all circumstances.
- Commitment to demonstrate exemplary service, ethics and highest professional standards.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to allow for the completion of essential functions.
Minimum Qualifications
- Bachelor’s Degree from a fully accredited institution.
- Three to five years of administrative experience requiring independent decision-making and good judgment or comparable time serving as an upper-level executive’s assistant.
- Exceptional written and oral communication skills.
- Excellent organizational, time management, and interpersonal skills.
- Advanced skills in office management and office technology.
- Hands-on experience with various office computer applications and database management.
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The employee is frequently required to stand, talk, and hear.