Executive Office Coordinator

Zane State College • Zanesville Campus, OH

9d • Onsite

About The Position

The Executive Office Coordinator provides comprehensive, high-level support to the President and senior leadership team housed within the President’s Office suite, including the Chief Academic Officer, Chief Strategy Officer, and Director of the Zane State College Foundation. This professional and highly confidential position manages the daily operations of the President’s Office, serves as the primary point of contact for internal and external stakeholders, and supports the administrative functions of the Board of Trustees. The Executive Office Coordinator ensures effective, collaborative, and service-oriented operations in the President’s Office and plays a vital role in institutional advancement, strategic communications, event coordination, and community engagement. This position requires exceptional organizational skills, strong technical proficiency, professional discretion, and the ability to manage multiple complex tasks simultaneously in a fast-paced higher education environment.

Requirements

• Associate degree required.
• Minimum of three (3) years of progressively responsible executive-level administrative experience, preferably in higher education or a public-sector organization.
• Demonstrated advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Access), Microsoft Outlook, Microsoft Teams, and Zoom.
• Excellent written and verbal communication skills with the ability to compose professional correspondence, reports, meeting minutes, and presentations.
• Proven experience planning and coordinating events, meetings, and special projects with meticulous attention to detail.
• Strong organizational and time management skills with the ability to prioritize and manage multiple tasks, projects, and deadlines simultaneously.
• Demonstrated ability to exercise sound judgment and maintain strict confidentiality of sensitive and privileged information.
• Experience supporting a Board of Trustees, Board of Directors, or similar governing body, including preparation of agendas, minutes, and official records.
• Strong interpersonal skills with the ability to interact professionally and diplomatically with diverse internal and external stakeholders at all organizational levels.
• Valid Ohio driver’s license and ability to travel locally for College-related business.

Nice To Haves

• Bachelor’s degree from an accredited institution in business administration, communications, public administration, or related field strongly preferred.
• Five (5) or more years of executive administrative experience in a community college or higher education setting.
• Experience with enterprise resource planning (ERP) systems, constituent relationship management (CRM) databases, and/or student information systems.
• Notary Public commission or willingness to obtain.
• Familiarity with Ohio Revised Code requirements related to public meetings and records retention.
• Experience with website content management systems and social media platforms for institutional communications.

Responsibilities

• Manage the day-to-day operations of the President’s Office, ensuring a professional, welcoming, and efficient environment for all visitors, staff, and stakeholders.
• Coordinate and maintain the President’s calendar, including scheduling meetings, appointments, travel arrangements, and community engagements.
• Provide direct administrative support to the Chief Academic Officer, Chief Strategy Officer, and Director of Foundation staff, including calendar management, correspondence, document preparation, and project coordination.
• Prepare, proofread, and distribute professional correspondence, memoranda, reports, presentations, and other documents on behalf of the President and senior leadership team.
• Receive and screen telephone calls, emails, and in-person inquiries directed to the President’s Office; respond to or redirect inquiries in a timely and professional manner.
• Manage confidential files, records, and information in accordance with FERPA and College policies and procedures.
• Process purchase requisitions, expense reports, travel reimbursements, and budget transactions for the President’s Office.
• Coordinate the procurement of office supplies, equipment, and services for the President’s Office suite.
• Provides support as administrative liaison to the Board of Trustees; coordinate meeting logistics, prepare and distribute agendas, supporting documents, and board packets.
• Attend Board of Trustees meetings and committee meetings; record, transcribe, and distribute accurate meeting minutes in a timely manner.
• Maintain official Board records, resolutions, and policy documents; ensure compliance with Ohio Revised Code requirements for public meetings and records retention.
• Coordinate Board member communications, orientation materials, and continuing education opportunities.
• Provide administrative support to the Director of the Zane State College Foundation, including donor communications, gift acknowledgment correspondence, event planning, and database management.
• Support the President’s advancement and fundraising activities by documenting contacts, tracking agreements, and maintaining records in the constituent management database.
• Assist with the coordination of Foundation Board of Directors meetings, including preparation of agendas, minutes, and financial reports.
• Support scholarship and donor stewardship programs, including the annual Scholar-Donor recognition events.
• Plan, organize committees, and execute College-wide events, ceremonies, and special projects as directed by the President, including commencement, convocation, and community partnership events.
• Coordinate and manage event logistics including venue reservations, catering, audio/visual needs, invitations, RSVP tracking, and day-of event support.
• Draft, edit, and coordinate professional communications on behalf of the President’s Office, including press releases, newsletter content, social media posts, and website updates.
• Represent the College at community, civic, and professional meetings and conferences as directed by the President.
• Serve as a primary campus resource for interdepartmental communication and coordination of institutional initiatives.
• Support compliance activities related to the Ohio Department of Higher Education, the Higher Learning Commission, and other accreditation and regulatory requirements.
• Assist with the coordination and preparation of institutional reports, surveys, and data requests from state and federal agencies.
• Maintain and update the College’s policy and procedure manual and online policy and procedure catalogue as directed by the President.
• Assist with public records requests in accordance with Ohio public records law.
• Perform other duties as assigned by the President to support institutional goals and the College’s mission.
• Actively model, champion, and embed a culture of respect throughout every dimension of divisional leadership.
• Demonstrate and promote respect for the dignity, perspectives, and contributions of all individuals, including students, faculty, staff, administrators, and community partners.
• Create and sustain an inclusive and equitable divisional climate that values diverse backgrounds, identities, experiences, and viewpoints.
• Address conflict, misconduct, and concerns in a fair, transparent, and timely manner consistent with college policies and values.
• Actively teach, model, and reinforce the Three R's — Respect, Responsiveness, and Responsibility — to influence the development of professional behaviors among faculty, staff, and students.
• Uphold the College's non-discrimination and equal opportunity commitments in all decisions.

Benefits

• Comprehensive healthcare plans including medical, dental, vision, and prescription coverage
• HSA/FSA
• Employee Assistance Program
• Life and long-term disability insurance
• Supplemental retirement savings plans
• Generous paid time off including vacation, sick, and personal leave
• State Employee Retirement System (SERS)
• Tuition waiver benefits

What This Job Offers

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