00002012 - Executive Assistant to the President

Provide executive support as necessary for the President Trustees Executive Office. The position must maintain a
high degree of service, professionalism and integrity, be proactive in preventing and solving problems and convey
a demeanor befitting the executive office, organization and its leadership. This position will be prepared to fulfill
all of the responsibilities of the Executive Deputy to the President & Board Liaison as necessary during absences
and peak work times.

Requisition ID:
Position Number: 00002012
Employee Group:  Professional, Management and Administration
Schedule: 40 hours/52 weeks
Compensation:
Benefits: Full-time Part-time Limited Benefits
Reports to:
Posting Opens:
Posting Closes: 

ESSENTIAL FUNCTIONS

• Manage the duties of the executive office while promoting and achieving the goals of the College
• Serve as first point of contact for the President-Trustee Executive Office

• Support and manage the preparation of materials in response to student and community member needs.
• Responsible for responding sensitively to and monitoring concerns for various staff, students and community constituencies - informing the Executive Deputy of issues of note related to operational and logistical matters of the college on a regular basis
• Manage and Coordinate the Executive Office calendar
• Assist Executive Deputy with scheduling, organizing, and promoting special events for the President and Board of Trustees
• Assist Executive Deputy with preparing presidential script and college program for Commencement
• Assist Executive Deputy to the President in correspondence, preparation of reports and other data for College Leadership
• Prepare materials, copies, files, and notebooks for meetings
• Arrange facilities, technology, food/beverages when provided, and send notices/ appointments to Attendees
• Take notes and maintain records at cabinet meetings
• Coordinate conference and travel arrangements for the President.
• Maintain budget/process financials (purchase orders, bills, pro-card)
• Order and maintain office supplies
• Devise and maintain confidential filing and retrieval system for the President’s Office
• Develop and Maintain complaint matrix for PTEO for annual submission to the Associate Provost
• Assist in developing and implementing special projects as assigned by Executive Deputy to the President

• Assist Executive Deputy to the President in correspondence, preparation of reports and other data for  College Leadership

• Serve as back-up to the Executive Deputy to the President & Board Liaison

• Work with appropriate departments to prepare documents to manage the President’s calendar

• Maintain complete and accurate records of negotiation meetings, including handouts, notes, proposals, and Tentative agreements

• Prepare and maintain confidential material for collective bargaining

• This role is a Campus Security Authority (CSA). CSAs will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act

• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position

• Performs other related duties as assigned

JOB SPECIFICATIONS

Educational Credentials

• Bachelor’s degree required, and a minimum of five or more years of administrative assistant and/or executive support experience.
•  

Work Experience

• A minimum of three or more years of secretarial or administrative assisting experience required. Executive support experience preferred.

• Experience communicating and working effectively with diverse populations

Skills

• Effectively relate to the concerns of students, employees and the general public.
• Strong interpersonal skills and demonstrated ability to work as part of a team.
• Demonstrated ability to work with and respect diverse populations.
• Ability to maintain confidentiality, work under pressure, prioritize workloads under critical timelines, manage details, and work independently.
• This position requires excellent attention to detail and teamwork.
• Must have excellent presentation, communication and interpersonal skills to respond to employee inquiries.
• Must have excellent time management and organizational skills and be able to manage multiple projects simultaneously.
• Possess editing skills to effectively prepare professional communications.
• Demonstrated organizational skills and the ability to work simultaneously on multiple projects.
• Computer literate, knowledge of Microsoft Word, data bases, Excel & Visio (required to meet minimum testing standards).

Physical Demands

• The position requires long periods of sitting, standing, reading and writing, listening and speaking 

• Must be able to lift up to 20 pounds

Mental Demands

• High energy level with enthusiasm and interest in helping and supporting staff, students and general public in a demanding work environment

• Ability to work under pressure.  Possess mature judgment, flexibility in regards to interruptions and ability to handle difficult situations

• Demonstrate initiative and problem-solving abilities

• Ability to perform routine and unexpected duties with minimal supervision

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website

• Must be able to work flexible hours (i.e. night) including occasional weekends