Executive Assistant to the President

Warner Pacific University•Portland, OR

2d•Onsite

About The Position

The Executive Assistant to the President supports the President with operational and administrative matters requiring thorough knowledge of University policies, procedures, and operations, and an understanding of the University’s role in the community. The position has recurring contact with Board of Trustees members, senior administrators, public and private officials, students, and parents. It exercises initiative and independent judgment in managing the President’s schedule and the office’s daily activities, while using discretion and appropriate confidentiality when sharing information. The role coordinates with University administrative units, welcomes visitors, and represents the University and its mission and values. The Executive Assistant facilitates the President’s schedule and communications; serves as a liaison to University and community stakeholders; supports Board of Trustees, Executive Committee, President’s Cabinet, and Leadership Advisory Council meetings; coordinates travel and events; assists with budgets, reports, correspondence, and records; and may participate in or lead special projects. The position contributes to the University Strategic Plan, participates in professional development, follows University policies and procedures, and supports the University’s Christian liberal arts mission and commitment to inclusiveness. This is a 0.5 FTE position in the President’s Office. The work is performed in a typical office environment, and professional attire is required. The employee is expected to be present in the office daily unless arrangements are made with the direct supervisor, and to be available for some evening and weekend hours. Warner Pacific University describes itself as a Christ-centered, urban, diverse, minority-serving and Hispanic-serving liberal arts University. The University’s employment standards expect employees to demonstrate and articulate Christian faith and live consistently with a Christ-centered lifestyle informed by the New Testament. Employees are expected to foster mutual respect and accountability, care for others’ dignity, and act with integrity. Smoking is prohibited on University property, in University vehicles, and at University-sponsored events; illegal drugs and non-prescribed controlled substances are prohibited, as is use of alcohol or tobacco products on University campuses. Job offers are contingent on passing a background check and completing required paperwork.

Requirements

Experience working with diverse populations.
Bachelor’s degree from an accredited higher education institution, or an equivalent combination of education and experience.
At least five years of increasingly responsible administrative assistant experience, including extensive knowledge of general office procedures and practices.
Excellent verbal, written, and communication skills, including effective verbal communication, written correspondence, and one-on-one communication.
Precise command of English grammar, punctuation, spelling, and correct usage.
Ability to multitask consistently while attending accurately to detail.
Computer literacy, including keyboarding and proficiency with word-processing, spreadsheet, and presentation software.
Excellent organizational skills.
Ability to work independently, use initiative, and make substantive decisions quickly.
Ability to develop knowledge of, respect for, and skills to engage with people of other cultures or backgrounds.
Commitment to the University’s Christian mission and compliance with its Employment Standards and Lifestyle Agreement.

Nice To Haves

Experience working in higher education.
Master’s degree from an accredited higher education institution.

Responsibilities

Manage and coordinate a complex calendar of appointments, meetings, social engagements, and University and community functions for the President.
Greet and receive visitors to the President’s Office, respond to inquiries from University constituencies and the public, and refer inquiries or problems to the appropriate office or person.
Serve as a liaison between the President and University administrators, Board of Trustees members, public and private officials, faculty, staff, students, and other University publics; communicate University policies, decisions, and documents and gather and provide information.
Protect confidential information and handle administrative records, files, and other confidential materials with discretion.
Coordinate incoming and outgoing communications by receiving, routing, responding to, or directing communications to the appropriate office, department, or organization.
Prioritize and review University personnel action forms and other correspondence and documents prepared for the President or for the President’s signature.
Coordinate Board of Trustees meetings, including preparing agendas, collecting and compiling Board book materials, posting agendas and supporting documents electronically, and coordinating meeting events.
Coordinate with administrative assistants of Board of Trustees Executive Committee members to post Executive Committee meeting agendas.
Assist Board of Trustees members by answering questions, referring them to administrators, and arranging travel, lodging, and event registrations.
Collaborate with the events coordinator on President’s Office functions and attend and help plan Presidential events.
Support the President’s Cabinet and Leadership Advisory Council by helping develop and distribute agendas and minutes.
Arrange official travel for the President and other official visitors, including Board members, and prepare related approval forms and expense reports.
Research, retrieve data, compile and tabulate statistics, and organize and present information for reports and records.
Prepare correspondence for distribution or approval and signature, check documents for completeness and accuracy, and proofread publications.
Assist with developing and managing President’s Office budgets by maintaining budget records, reconciling and verifying vouchers and receipts, producing financial reports and summaries, approving expenditures, completing budget transfers, and approving international travel for the University.
Manage complex records, including maintaining filing systems, creating and updating files, determining retention and purging schedules, retrieving documents, and ensuring organizational and official documents are maintained in the electronic institutional file.
Maintain professional competence through professional reading, colleague relationships, professional development seminars, and training or courses as required by the President.
Participate in or lead special projects for the President’s Office as requested.
Be present in the office daily unless alternative arrangements are made with the direct supervisor, and be available to work some evening and weekend hours.
Contribute to the support and implementation of the University Strategic Plan and participate in University professional development opportunities.
Adhere to University policies and procedures and uphold the University’s mission and Employment Standards and Lifestyle Agreement.
Demonstrate inclusiveness and sensitivity regarding national origin, ethnicity, culture, gender, and disabilities.
Perform other duties as assigned.