Executive Assistant to the President

Pitt Community College•Main Campus, NC

About The Position

The Executive Assistant to the President serves as a trusted extension of the President’s judgment and a steward of the institution’s reputation. This is an executive-level role, not a general administrative position, requiring sophisticated judgment, political and organizational acumen, and the capacity to anticipate needs before they are voiced. The Executive Assistant manages the operations of the President’s Office, governs access to the President’s time and attention, and serves as a discreet, composed, and credible point of contact between the President and the College’s most senior internal and external stakeholders, including the Board of Trustees. The successful candidate operates with a high degree of autonomy and independent judgment, often under pressure and ambiguity, while maintaining absolute confidentiality and an unwavering standard of professionalism. The role calls for someone who can think several steps ahead, protect the President’s time and focus, advise candidly when appropriate, and execute flawlessly—all while representing the Office of the President with warmth, discretion, and poise.

Requirements

Exceptional intelligence and a strong work ethic, paired with the maturity to advise candidly and the wisdom to defer appropriately.
High emotional intelligence and a collaborative, steadying presence - someone who guides and supports without being overbearing.
Meticulous attention to detail and organizational strength, even amid competing high-priority demands.
Discretion, integrity, and a protective instinct for the Office of the President and the reputation of the College.
A professional, warm, and authentic manner that reflects the College’s values of Service, Respect, Quality, Stewardship, and Innovation.
Bachelor's degree in Business Administration, Public Administration, Communications, or a related field; Master's degree preferred.
Significant executive-level experience may be considered in lieu of some educational requirements.
Minimum of five years of experience providing executive-level support to a senior leader (president, C-suite executive, or equivalent); experience supporting a single principal at the highest level and within higher education is strongly preferred.
Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be considered.

Nice To Haves

Master's degree preferred.
Experience supporting a single principal at the highest level and within higher education is strongly preferred.

Responsibilities

Exercises sound independent judgment in determining what reaches the President, what can be handled or deferred, and when to act without explicit direction.
Discerns the relative urgency, sensitivity, and political weight of matters, and responds accordingly.
Safeguards confidential and sensitive information related to the President, the Board of Trustees, personnel matters, and institutional strategy with absolute discretion.
Reads organizational and interpersonal dynamics across the Board, cabinet, faculty, staff, and external partners, and navigates them with tact.
Anticipates how decisions, communications, and scheduling may be perceived, and advises the President accordingly.
Protects the Office of the President from misdirected requests while ensuring a healthy, productive level of access and engagement.
Anticipates the needs of the President based on the calendar, institutional priorities, and external commitments and prepares materials, context, and briefings in advance.
Identifies issues before they become problems and brings forward solutions rather than questions.
Maintains precision, grace, and steadiness in a fast-paced, high-stakes, and frequently unpredictable environment.
Absorbs ambiguity and shifting priorities without loss of quality, accuracy, or professionalism.
Manages the daily operations of the President’s Office, ensuring efficient, strategic scheduling that protects time for preparation, focused work, and recovery between commitments.
Maintains a strategic calendar, gathering information and confirming purpose and readiness before appointments are scheduled; meets regularly with the President to review and align on the calendar.
Coordinates travel, accommodations, and conference registrations; prepares and processes related authorizations and reimbursements.
Plans and organizes meetings, events, and social functions hosted by the President’s Office, including logistics, catering, materials, and audiovisual needs.
Composes and edits correspondence on behalf of the President, which range from routine to highly sensitive, and captures the President’s voice, tone, and intent with accuracy.
Drafts memos, briefings, talking points, and research summaries; synthesizes lengthy or complex material into concise, actionable form the President can act on quickly.
Prepares the President for meetings, public engagements, and media interactions through advance materials, presentations, and context.
Serves as a credible, professional, and welcoming point of contact for visitors, callers, and correspondents, directing them appropriately and reflecting the standards of the Office.
Supports and, where appropriate, leads initiatives and projects originating from the President’s Office; tracks timelines, deliverables, and accountabilities, and reports progress against strategic goals.
Maintains organized, secure, and compliant records and filing systems for the Office and the Board.
Leverages technology and productivity tools, including the Microsoft 365 suite and emerging AI-enabled tools, as a force multiplier for the Office’s capacity.
Administers the President’s Office budget with proactive planning; prepares purchase orders, obtains competitive quotes, processes p-card transactions and requisitions, and maintains accurate financial records.
Manages incoming and outgoing communications and mail; monitors and maintains office supplies, equipment, and boardroom technology.
Maintains a high level of proficiency with boardroom and presentation technology.
Maintains official records of the Board of Trustees, including minutes, in compliance with North Carolina Community College System (NCCCS) statutes and Board approval processes.
Coordinates and schedules Trustee and committee meetings and retreats; collects and assembles agenda items and materials; distributes to Trustees and appropriate personnel upon the President’s approval.
Serves as Recording Secretary for Trustee meetings and as Ethics Liaison to the North Carolina Ethics Commission.
Serves as Notary Public for trustees and college personnel, including administering the Oath of Office to appointed and reappointed trustees.
Maintains and reviews Trustee Bylaws in coordination with the President to ensure legal, ethical, and regulatory compliance; coordinates trustee training requirements per NCCCS and NCACCT.
Coordinates trustee travel, registration, reimbursements, and expense reporting in accordance with State of North Carolina guidelines.
Plans and manages Board events, including graduation proceedings, platform seating, and dignitary invitations.