Job Description:
1. GENERAL POSITION INFORMATION
Position Name : Executive Assistant to the President
Classification: Exempt
FTE: 1.0 Full-Time
Work Hours: 37.5 Hours
Department/Division: Executive Administration
Supervisor: President
Benefits: Comprehensive benefits package including employer paid and employer sponsored health, dental and vision insurance plan options. 403(b) retirement plan with up to 10% match after one year. Tuition waiver eligibility for UWS academic programs after one year of employment. Free and reduced cost care in the campus health center for employees and their immediate family members. Paid vacation, sick, wellness time and holidays.
2. POSITION SUMMARY
- The Executive Assistant helps to ensure smooth and orderly operation for the Office of the President by providing administrative support to the President and members of executive leadership as identified/appropriate.Reporting todirectly to the President of the University, the Executive Assistant provides complex and confidential support requiring discretion, initiative, and sound judgement in matters of significance.
- The primary responsibilities include coordinating calendars; support for Board of Trustees’ meetings and events, serving as Board liaison; arranging meetingsfor institutional events (both onsite and offsite); event logistics; assisting in preparation of documents and materials; developing and formatting presentations; processing paperwork; and providingassistance to students, employees, and the public as needed
- This position requires a high degree of confidentiality and discretion and involves interactions with both internal and external constituents – staff, faculty, students, trustees, and partners.
- Strong attention to detail, the ability to problem solveand to multi-task in a fast-paced environment are also necessary to meet the responsibilities of the position.
- Establishes and maintainsa welcoming, hospitable and professional communication with the Board of Trustees, administration, staff, faculty, students and various other stakeholders of the university on behalf of the president and executive administration.
3. KEY RESPONSIBILITIES
Scheduling and Managing Meetings/Events (55%):
- Facilitates flow of communication to and from the President’s office, receiving internal and external correspondence, prioritizing for review and/or response by the President and responding to time-sensitive matters.
- Oversees and maintains the President’scalendars including organizing and ensuring notice to stakeholders for meetings and other gatherings involving or on behalf of the President. Manages other executive leaders’ calendars as appropriate.
- Serves as liaisonfor the Board of Trustees, facilitating activities and matters of institutional significance for the Board on behalf of and in concert with the President.
- Manages and coordinates administrative support for meetings including Board responsibilities, Board portal management, materials creation, dissemination, agenda-setting, minutes, etc.
- Plans logistical arrangements for various meetings and events including but not limited to venue, catering, room accommodations, audiovisual, travel, etc. Provides logistical support for meetings via web conference platforms.
- Prepares agendas and distributes materials for meetings; records minutes at meetings as assigned, ensures minutes are posted on the university’s internal document managementsystem.
- Arranges and coordinates special eventsfor and on behalf of the President or other university leaders.
Daily Functions to Support the Office of the President(35%):
- Acts as a liaison for the Presidentby answering incoming telephone calls, quickly imparting information and responding to requests and inquiries; appropriately routing calls, taking messages, and ensuring that communication to and from the President’s office is positive and effective.
- Welcomes, prepares for, and assists visitors to the Office of the President.
- Checks Office of the President email daily. Coordinate with president or executive team members to review and respond to inquiries.
- Maintains appropriate and effective filing system for the Office of the President. Process confidential documents and records and ensure confidentiality of these records and relatedconversations.
- Orders and manages office supplies for the Office of thePresident.
- Completes and processes travel reimbursement forms; reconciles and reports credit card statements with receipts. Calculate mileage, per diem, lodging, and otherexpenses.
- Processes and documents invoices for ExecutiveAdministration.
- Performs other duties asassigned.
Special Projects (10%):
- Researches, prioritizes and follows-up on multiple issues and concerns addressed to Office of the President, including those of a sensitive and confidential nature.
- Executes special projects,implements and completes specific projects assigned by the Administrative Manager or Executive Administration. This may include varying levels of ability to initiate, plan, organize, oversee and complete complex tasks and events.
4. UWS CORE VALUES
Best Practices: We maintain high standards by using and integrating evidence across multiple disciplines.
Curiosity: We are innovative, open minded, and forward thinking.
Inclusiveness: We are respectful, mindful, and welcoming of different ways of being, thinking, and doing.
Professionalism: We are responsible, respectful, and accountable.
Student-Focus: We work for the common good of students’ academic and professional success.
Whole-Person Health: We promote physical, mental and emotional wellness in all facets of the UWS experience.
5. POSITION QUALIFICATIONS
Required
Education & Training: Bachelor’s degree or a combination of education and related workexperience.
Experience: Minimum three (3) years’ experience as an assistant to a senior administrator or equivalent position.
Related Knowledge, Skills & Abilities: Computer Expertise: MS Office Suite (Word, Excel, PowerPoint, Outlook.); Adobe; e-mail applications; web conferencing systems ZOOM and web-based applications. Able to input, organize and evaluate basic and complex data and information in electronic format; Highly effective oral and written communication skills; Occasionally work evening and weekend hours as requested; Demonstrate ability to think quickly and act appropriately in emergency situations; Ability to adapt and adjust to last minute changes; Willing to learn and take on tasks of increasing responsibility.
Preferred
Experience: Previous higher education experience strongly preferred.
Related Knowledge, Skills & Abilities: Experience with Teams
6. APPLICATION, SCREENING AND HIRING PROCESS:
Screening of applicants will begin immediately, and the position will remain open until filled. To apply, please submit a resume and cover letter; you may attach your materials as Word or PDF documents.
University of Western States conducts background checks for the finalist or finalists of staff and faculty positions. The type of background check will vary by position type.
University of Western States offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.
https://www.uws.edu/about/employment/
University of Western States is an Equal Opportunity Employer.
