Human Resources

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Executive Assistant and Administrative Manager to the President

Primary Role

Responsible for providing office management and primary administrative support for a senior level administrator requiring considerable independent judgment and significant knowledge of policies, procedures and programs.


Typical Duties and Responsibilities

  1. Plan, implement and manage office operations and administrative support services and procedures to include:  office hours, staff schedules, word processing priorities, filing systems, customer service protocols, staff job descriptions and performance standards, correspondence format/style, travel planning, budget/ expenditure tracking through p-card reconciliation for president, spouse and office etc.
  2. Researches answers and/or drafts a response to routine inquiries and correspondence on own and/or on behalf of senior administrators.  Independently research and gather facts and information necessary for response.
  3. Plan and coordinate meetings and events to include activities such as:  determining recommending invitees, securing and preparing location/facilities, preparing agenda for Cabinet and various committees with president’s oversight, sending invitations, developing budget, distributing minutes insuring decorum and protocols, etc.
  4. Researches, gathers, and compiles information for various reports.  Consults and communicates with numerous internal and external contacts to gather information, explain activities, describe needs, provide essential information, etc.  Assists administrator in making decisions.
  5. Assists in preparing budgets and fiscal reports.  May review and/or route requests and proposals.
  6. Plans and maintains complex, busy and shifting schedule of appointments, meetings, and travel.  Insures administrator is prepared with essential information and background for each meeting and/or trip.  Plans and makes external travel arrangements.
  7. Perform related duties as assigned.

 

Supervision Required/Given

Works with considerable independence and under general guidelines and directions.  Must work collaboratively and cooperatively with diverse individuals and groups.  Supervises support staff including hiring, training, and development.

 

Position Qualifications

  1. Knowledge and abilities normally acquired through at least a high school diploma.  Some college education preferred.
  2. Five years office experience, three of which should have been in an executive administrative assistant capacity.  Demonstrated competencies with:  PC office information systems, staff supervision, office and travel planning/scheduling, budget management, event project planning and management, correspondence preparation, and communication skills.