Executive Assistant to the President - Office of the President

Southeast Missouri State University•Cape Girardeau, MO

3d•Onsite

About The Position

The Executive Assistant to the President provides high-level, confidential operational and administrative support to the Office of the President. This position exercises independent judgment in performing a broad range of responsibilities and has recurring contact with members of the University’s Cabinet, senior administrators, academic leaders, Board of Governors, public and private officials, the media, students, and parents. This exempt/salaried position reports to the Chief of Staff and General Counsel.

Requirements

High School diploma or GED is required
Significant executive support experience, including supporting C-level executives.
Demonstrated success working in a fast-paced executive environment demonstrating a high degree of professionalism in dealing with diverse groups of people, including board members, senior executives, donors, elected officials, and community and governance group leaders
Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials
Strong verbal and written communication skills
Exceptional organizational skills and impeccable attention to detail
Ability to make appropriate, informed decisions regarding priorities, resources, and issues
Complete a high volume of tasks and projects with little or no guidance
Highly adaptable and responsive, with the ability to effectively manage changing priorities and address emerging situations with appropriate urgency, professionalism, and sound decision-making
Ability to maintain the highest level of integrity, professionalism, and discretion when handling confidential information, communications, and sensitive matters

Nice To Haves

Bachelor's degree is a plus
Non-profit board experience is highly preferred

Responsibilities

Provides sophisticated calendar management to the Office of the President, prioritizing inquiries and requests while troubleshooting conflicts.
Works closely with the president to keep him/her well informed and prepared for upcoming appearances, meetings, speaking engagements, and activities.
Maintains a keen eye for details regarding travel, meeting location(s), agenda, participants, attire, set up, logistics, and supporting documents/materials.
Provides proactive email management, maintaining consistent, ongoing scrutiny and maintenance of the president's university email account.
Provides high-level administrative support, assisting with special projects, managing sensitive matters and documents with a high level of confidentiality and discretion.
Designs and produces complex documents, reports, and presentations.
Collects and prepares information for meetings, including populating the online portal for Board of Governors meetings.
Plans meetings such as the Board of Governors, taking sole responsibility for activities such as room reservation, set up, food/beverage, guest speakers, audio visual, and other related elements of the meeting.
Composes and prepares correspondence.
Answers the main phone line and conveys messages as appropriate.
Processes and delivery daily mail.
Maintains office supplies and gifts.
Keeps contact lists current and readily available.
Makes travel arrangements.
Completes expense and mileage reports.
Serves as the key front-facing representative of the Office of the President, providing for smooth communication and engagement between the university president and internal and external constituents.
Serves as the primary gatekeeper for visitors, phone calls, and documents arriving in the president's office.
Provides hospitality to all guests while maintaining credibility, trust and support among key internal and external constituents.
Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the University and in handling administrative records, file, and similar confidential items.
Completes other tasks, assignments, projects, or activities as assigned by the president or chief of staff for the overall benefit of the Board of Governors, Office of the President, institution, and presidency.
Be responsive to emails, texts, and phone calls, with regular contact outside normal business hours.