Senior Executive Assistant to the College President

Polk State College•Winter Haven, FL

1d•Onsite

About The Position

This is a highly responsible and multifaceted position which requires advanced administrative skills and good judgment in dealing with highly confidential matters as an assistant to the College President and the District Board of Trustees. This position entails excellent customer service skills and the ability to prioritize and manage multiple projects quickly. Exceptional organizational skills, flexibility and an enjoyment of the administrative challenges associated with supporting a busy office with diverse people and programs are essential.

Requirements

Ability to establish an effective rapport with students, College staff, alumni, current and potential donors, business members, civic groups, members of the public, and economic development group members using a high degree of diplomacy and tact.
Excellent knowledge of business English, spelling, and punctuation.
Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.
Excellent organizational skills, with special attention to detail.
Requires the ability to handle multiple tasks and deadlines while working independently.
Ability to exercise sound independent judgment and discretion in the completion of assigned projects and tasks.
Excellent oral, interpersonal, and written communications skills; requires diplomacy and tact in all interactions with a wide variety of people.
Ability to work well with others.
Above average skills with computer, word processing, spreadsheets, and databases.
Ability to maintain highly confidential information is imperative.
A Bachelor's degree from a regionally accredited college or university is required.
Associate's degree from a regionally accredited college or university with 8 years of relevant experience.
At least six years of experience as an administrative assistant to senior management (Administrator/Director-level or higher) is required.

Nice To Haves

Spanish language skills are helpful but not required.
Experience with C-Suite/Vice President-level preferred.

Responsibilities

Provides administrative support for the President, which includes managing multiple calendars, arranging travel schedules, and scheduling appointments; responsible for numerous table sponsorships for outside functions and inviting and ensuring that Polk State employees and/or trustees are present at these events.
Serves as a primary point of direct contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events.
Requires frequent contact with legislators and the community.
Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem solving, and in the planning, development, and implementation of special projects and programs.
Research information, compiles statistics, and gathers and computes various data; prepares reports, summaries, and replies to inquiries, by selecting relevant data from a variety of sources.
Attends monthly President’s Staff meetings and takes and transcribes meeting minutes.
Attends weekly Executive Leadership Team meetings and takes and transcribes meeting minutes.
Gather and prepare extensive meeting materials, make room reservations, sends calendar invites, arranges AV services, solicits agenda items, prepares agenda, creates, and distributes meeting hand-outs and coordinates guest speakers.
Organizes and facilitates special events (Convocation); schedules and coordinates dates and times, venues, attendance, program, agendas, AV services, catering and facilities, and provides administrative support and follow-up on matters arising from events.
Gathers, enters, and/or updates data to maintain departmental records and databases; establishes and maintains files and records for the office.
Maintains payroll records for President’s Staff members.
Creates, composes, and edits technical and/or administrative correspondence and documentation; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
Assists in the coordination, supervision, and completion of special projects.
Maintains budgets for the President’s Office, Public Relations account, Institutional Memberships, and the Board of Trustees.
Maintains Board of Trustees’ files and records including business travel accident insurance renewal, public official bond applications and renewals and off-site and on-site BOT records keeping and destruction
Handles registrations, makes travel arrangements and processes travel reimbursements for Trustees.
Attends monthly Board of Trustees meetings and annual retreat and transcribes meeting minutes, then disseminates various Board approved items to FLDOE, Business Services, Academic Affairs and Human Resources.
Prepares legal advertisement of Board meetings to appropriate news media.
Posts meeting notices for monthly Board meetings and Board retreats on bulletin board and electronically posts on Polk.edu
Responsible for the maintenance, approval process, distribution, and electronic posting of the Office of the President’s Rules & Procedures.
Gathers and prepares extensive information for monthly Board meeting.
Enters President’s office agenda items into the NovusAgenda system, proofs the complete meeting packet, electronically distributes packets to Trustees and select College staff and creates and distributes hand-outs for the President’s Report.
Maintains monthly attendance records for Trustees, prepares year-end Board meeting travel reimbursement forms, processes travel disbursements for each member and conducts new Trustee orientations and onboarding tasks.
Consults with students, alumni, business executives, potential donors, civic group leaders, community group representatives, area chambers of commerce executives and other members of the public on College issues.
Consults with the Board, the President’s staff members, and College faculty and staff on administrative issues.
Supervises daily office activities and the Administrative Assistant in the President’s Office.