Executive Assistant to the President, Executive 2

Minnesota State Colleges and Universities • Red Wing, MN

3d • Hybrid

About The Position

Under limited supervision, the Executive Assistant provides executive support to the President and senior leadership team, including calendar management, project tracking, presentation preparation, and stakeholder communications. The role works closely with the President on public affairs, administrative and executive matters, high-priority projects, and initiatives, translating plans into action and helping balance internal responsibilities with external demands and public relations. The position is eligible for a hybrid work environment and may be based at the Winona or Red Wing campus.

The Executive Assistant manages the President’s Office and serves as a liaison among the President, college administrators, faculty, staff, students, Minnesota State personnel, legislators, strategic partners, and the public. The role handles sensitive and confidential matters, supports labor relations and Cabinet work, and helps ensure college initiatives, policies, committee processes, budgets, and annual work-plan goals are completed accurately and on time. It also coordinates meetings and travel, prepares communications and reports, and provides administrative support for internal and external meetings and task forces led by the President.

Requirements

• At least three years of executive administrative experience and an associate degree in Office Administration, Communications, Business, Education, or a similar field, or an equivalent combination of education and experience.
• One year of experience researching and analyzing data and integrating data into data-visualization tools such as Excel or Smart Sheets.
• Experience authoring speeches, presentations, briefings, or reports.
• Skilled in Microsoft Office, including Word, Excel, Outlook, DocuSign, and PowerPoint.
• Previous experience with executive-level calendar management.
• Knowledge of budget principles sufficient to manage budgets and forecast expenses.
• Demonstrated ability to problem-solve and resolve complex issues.
• Highly detailed and accurate, with excellent organizational skills and the ability to manage competing priorities.
• Effective interpersonal skills and the ability to build collaborative working relationships in a diverse environment.
• Ability to travel and work in multiple locations as required by the position.

Nice To Haves

• Bachelor’s degree in Communication, Business, Education, or a field related to the assignment.
• Two or more years of project management experience using organizational planning, data metrics, relationship-building, and communication skills.
• Previous work experience in higher education.
• At least two years of executive-level customer service experience.
• Demonstrated ability to work successfully with individuals of diverse backgrounds and perspectives.

Responsibilities

• Manage the President’s Office and collaborate with college administrators, faculty, and staff; coordinate public relations.
• Coordinate research, presentations, reports, speeches, briefings, and conference proposals for the President; develop and maintain confidential information.
• Provide confidential executive support for labor-relations information analysis, data evaluation, discussions, and decision-making.
• Assist with development and implementation of college planning, operations, and strategic initiatives; support college-wide initiatives through needs assessment, research, and data analysis.
• Develop strategies to promote innovation, change management, continuous improvement, and student success.
• Research and verify messaging accuracy; draft, review, and edit documents for the President.
• Stay current on governmental and community relations, and build internal and external relationships and community outreach opportunities.
• Act as a liaison between the President and college and external stakeholders while maintaining strict confidentiality.
• Manage inquiries to the President’s Office, resolve situations using independent judgment and resources, and alert the President to high-priority situations or emerging issues.
• Assist the President with personnel-related matters and communications, including employee performance and disciplinary matters; advise and counsel the President on presidential duties and activities.
• Ensure timely and accurate completion of college initiatives and annual work-plan goals; prepare reports and forms on behalf of the President, including Higher Learning Commission materials.
• Serve as a Cabinet member, participate in Cabinet meetings and decision-making, and handle confidential matters including budgets, employee performance, labor relations, and strike contingency planning.
• Review compliance with confidentiality standards and alignment with bargaining agreements.
• Prepare and post Cabinet agendas, official minutes, and related documents; follow up on action items.
• Participate in bargaining-unit Meet & Confer and Faculty Shared Governance meetings; prepare and post agendas, minutes, and related documents, and follow up on action items.
• Serve as a management-team resource for labor-relations information used in collective bargaining, as defined in M.S. 13.37; maintain related confidential files.
• Develop and maintain the President’s calendar, schedule meetings, coordinate logistics, communicate with stakeholders, and optimize the President’s schedule.
• Provide administrative support for meetings and task forces led by the President, including scheduling, agendas, information packets, participation, and minutes.
• Track and remind the President of critical dates, events, pending communications, and required actions; assist with follow-through.
• Handle registrations and travel logistics for the President.
• Oversee policy administration, Delegation of Authority, the Master Calendar, the Academic Calendar, and committee administration.
• Provide college performance metrics and specialized reports for system initiatives; maintain reports on initiative status and completion.
• Administer the annual policy review process, maintain the Policies site, and track review dates and responsible custodians or divisions.
• Administer the Delegation of Authority annual renewal process in collaboration with the Vice President of Finance and Administration.
• Administer the annual committee review process and maintain reports on standing college committees and workgroups; communicate posting and recordkeeping processes to committee chairs.
• Monitor and prepare annual budget forecasts and recommendations for the Office of the President; create purchase orders and contracts, coordinate invoice payments, reconcile budgets monthly, and advise the President on budget status.
• Reconcile monthly purchasing-card statements and expense reports.
• Perform other duties as assigned to support effective collaboration with internal and external stakeholders.

Benefits

• Low-cost medical and dental insurance with affordable deductibles.
• Employer-paid life insurance.
• Short- and long-term disability coverage.
• Pre-tax healthcare and dependent-care accounts with a rollover option.
• Confidential Employee Assistance Program for mental health, legal, and financial counseling.
• 12 paid holidays, vacation and sick time, and six weeks of paid parental leave.
• Pension Plan, 457(b) and 403(b) retirement accounts, and investment options.
• Professional development and tuition waivers for employees and their dependents. Specific eligibility and coverage may vary by position, classification, and applicable agreements.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree