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  • Executive Assistant to the President

    Mount St. Joseph University
    Job Description

    Status:  Exempt

    Purpose:  The Executive Assistant to the President is responsible for the organization and management of the Office Of the President and works closely with the President, the Board of Trustees, the President's Cabinet, and major outside constituents of the University.  The position requires an experienced, detail-oriented, and strategic-thinking professional, who can exercise initiative and possesses high levels of integrity and confidentiality.  The position is responsible for handling sensitive information, as it relates to the President's Office, the Board of Trustees, University Administration, Benefactors, Faculty, Staff, and Students.  It requires a person who can exercise independent judgment and interact with diverse constituents in a personable and professional manner, with tact and grace.

    Duties: 

    • Provide high-quality administrative support to the President and Board of Trustees, while exercising professional attributes, to add value to the position and the University.
    • Manage a very active, complex Outlook calendar for the President, making the most productive use of the President’s time. Proactively handle calendar conflicts and manage schedule changes in a timely manner, and provide support documents in advance of meetings/appointments, allowing time for the President’s review and preparation.  Also, maintain an Outlook calendar for the University’s First Lady.
    • Responsible for coordination and communication of any arrangements for breakfasts, luncheons, dinners, receptions, special events, and other meetings, as appropriate, in consultation with internal departments (Campus Facilities, Food Service, Buildings & Grounds), and other campus offices as necessary, and with outside vendors/venues.
    • Communicate to all parties involved in each meeting, being attuned to important individual requests, and following through accordingly.
    • Make all travel arrangements including transportation, lodging, and specific requests related to scheduled meetings at travel destinations.
    • Work closely and effectively with the President, the President’s Cabinet, and the Board of Trustees, keeping them informed of upcoming commitments, information, and potential deadlines, and following up on completion of deliverables/outstanding items.
    • Be exceedingly well-organized to maintain a smooth workflow and manage your own workload, embracing the daily challenge of determining where to focus your time and energy, knowing how and when to adjust priorities as needs change.
    • Have a significant eye for detail regarding notes, meeting minutes, presentation requests, and meeting submission requirements, focusing on presentation quality and accuracy.
    • Maintain accurate institutional records and files pertaining to the President, the Board of Trustees, the Executive Committee of the Board, and the President’s Cabinet.
    • Maintain accurate institutional records related to institutional policy decisions (meeting minutes) made by the Board of Trustees, Executive Committee, the President, and the President’s Cabinet.
    • Responsible for the efficient and sensitive handling of all in-person, telephone, mail, voice mail, and e-mail contacts as they relate to the Office of the President.
    • Prepare and send correspondence/e-mails on behalf of the President and the Board Chair, to meet objectives of the Office of the President.
    • Prepare, distribute, and post materials for meetings of the Board of Trustees, Executive Committee, other Board committees as appropriate, and the President’s Cabinet.
    • Prepare and maintain accurate records of minutes of meetings of the Board of Trustees, Executive Committee, other Board committees as appropriate, and the President’s Cabinet.
    • Responsible for the maintenance of all financial records related to the office and for managing, and ensuring the accuracy of, the department budget, in consultation with the President.
    • Work closely with Institutional Advancement staff to coordinate the President’s responsibilities and schedule as they relate to major gifts and other donors/alumni-related functions and needs.
    • Contribute to team efforts by welcoming new and different work requirements, exploring new opportunities to enhance the services of the Office of the President and Administration, and helping others accomplish related job results, as and where needed.
     

     

    Primary Contacts:  President, President’s Cabinet Members and their Assistants, members of the Board of Trustees and their Assistants, Sisters of Charity representatives for CBSM, SC Ministry Foundation representatives, University donors, alumni, faculty, staff and students, business associates of the President’s, and other members of the campus community.

    Supervision Exercised:  Oversees, coordinates Board of Trustees’ meetings, onboarding activities of new Trustees, Board Web Portal, Executive Committee meetings, and all contacts for the same.

    Supervision Received:  Reports to the President of the University and must be able to work with minimal supervision.

    Qualifications

     

    Education:  Bachelor’s Degree minimum. 

    Experience:  Extensive experience in an executive office environment supporting a C-Suite Executive, preferably in higher education or school-related setting.  Commitment towards diversity, equity, and inclusion.

    Specialized Training: 

    • Proficient in the use of Microsoft Office programs.
    • Comfort level adapting to new software programs/tools.

     

    Skills/Attributes

     

    Customer Service:

    • Exhibit a "customer first" orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility, tact, and grace while working with persons of diverse backgrounds and situations.
    • Adapt willingly and quickly to changing priorities, responsibilities, and President’s, Cabinet members’, and Board members’ needs and expectations; anticipate and identify customers’ needs.
    • Demonstrated ability to recognize, appreciate and serve culturally diverse populations, special needs, and others.
    • Available to rotate through multiple time frames of service operations.
    • Demonstrate an enthusiastic approach to duties and a commitment to liberal arts education.

    Teamwork:

    • Collaborate well with others and help make Administration a cohesive group.
    • Communicate, cooperate, and collaborate well with others to achieve common office and University goals.
    • Willingly assists in various responsibilities within the Office of the President, with President’s Cabinet, and with the Board of Trustees and other administrative areas of the University, as appropriate and required during high-service-demand times.

    Communication:

    • Develop and nurture an effective, productive, and respectful rapport and working relationship with students, faculty, and staff co-workers, and various campus and community constituencies, maintaining an appropriate level of professionalism.
    • Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, creativity, and initiative.
    • Demonstrate strong writing, telephone, and electronic (email and internet) communication skills and strengths in public speaking.
    • Communicate information clearly and concisely and listen well to others.

    Attention to Detail:

    • Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, and omissions.

    Initiative:

    • Take immediate and independent action when necessary assuming initiative for creative problem-solving.
    • Demonstrate creativity and high energy.
    • Accomplish tasks with follow through to completion.

    Technical:

    • Must possess an aptitude for developments in technology and their implications for appropriate automation of the office; proficient in Microsoft Office.

    Work Environment, Physical Demands:

    • Varying work hours on occasion; computer data input; multiple concurrent tasks with service interruptions; extensive customer contact; strict confidentiality; detailed work.

    To apply, please upload a cover letter, resume, and contact information with three professional references via Paycom.

    A review of resumes will begin immediately and continue until the position is filled.

    Please click here to review the University's Non-Discrimination Policy. 

    Mount St. Joseph University is an Equal Opportunity Employer

     

    Contact Information