Executive Assistant to the Chief of Staff & EVP for Administration

Belmont University, United States

Updated: 3 months ago
Location: Nashville, TENNESSEE


Executive Assistant to the Chief of Staff & EVP for Administration

We are now accepting applications for a qualified Executive Assistant to the Chief of Staff & EVP for Administration at Belmont University. 

Employment Type 

Staff

Internal Job Category

Exempt (Staff)
Full-Time

Department

Chief of Staff & EVP for Admin

Hours 


Primary Duties and
Responsibilities:		 

The purpose of this position is to provide executive administrative support to the Chief of Staff/Executive Vice President for Administration.
Essential Functions:

  • Schedule, coordinate, and organize meetings for the Chief of Staff and act as liaison between the senior leaders and the Chief of Staff’s office.
  • Provide administrative support for the Chief of Staff/EVP to include, but not limited to, managing the schedule and calendar; making travel arrangements; assisting in preparation of presentations including planning, corresponding, executing, and preparing minutes for meetings on behalf of the COS/EVP; screening and handling telephone communications; greeting and directing visitors, and dealing with administrative issues and inquiries.
  • Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes meetings, conferences, and other special events, as required.
  • Receives incoming communications or memos on behalf of Executive staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Assist with special projects for the COS/EVP and Office of the President. Collaborates with various campus partners to coordinate various events and projects, ensuring effective communication, resource allocation, and timely progress. 
  • The above statements describe the job’s essential responsibilities and requirements.  They are not an exhaustive list of the duties that may be assigned to job incumbents.

Required Qualifications: Belmont University seeks to attract and retain highly qualified faculty and staff that share the University's values and will contribute to its mission and vision to be a leader among teaching universities bringing together the best of liberal arts and professional education in a Christ-centered community of learning and service. 
  • Must be familiar with the organizational structure of the University
  • Must have knowledge of the President’s and University’s relationships to other organizations in the Nashville and educational communities.
  • Strong oral and written communication skills to effectively communicate with constituents of the Office of the President, including students, parents, Belmont employees, and Board of Trust members.
  • Ability to work independently, make personal discretion and sound judgement, and maintain a high level of confidentiality.
  • Proficiency in, or the ability to learn, the Microsoft Suite, Banner software system, and other office related technologies.
  • Skilled in managing a fast paced environment with shifting priorities and the ability to respond to high-pressure situations. Ability to thrive in an environment of hard work.
  • Ability to work effectively with a wide range of constituencies in a diverse community.
   
Required Education Minimum of 2 year’s College required. Bachelor’s degree preferred. Equivalent experience: 2 years administrative support in an academic or other related area.
  
Required Experience 2-4 years administrative support experience, preferably supporting a C-level suite executive in higher education.
  
Working Conditions & Physical Requirements The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is required to speak and hear sufficiently to communicate effectively by phone or in person at normal volumes. The employee’s vision must be adequate to read correspondence, computer screen, forms, etc. The position requires good manual dexterity. This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing as necessary.

 

 


 

The selected candidate will be required to complete a background check satisfactory to the University.

Belmont University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

 


Primary Duties and
Responsibilities:		 

The purpose of this position is to provide executive administrative support to the Chief of Staff/Executive Vice President for Administration.
Essential Functions:

  • Schedule, coordinate, and organize meetings for the Chief of Staff and act as liaison between the senior leaders and the Chief of Staff’s office.
  • Provide administrative support for the Chief of Staff/EVP to include, but not limited to, managing the schedule and calendar; making travel arrangements; assisting in preparation of presentations including planning, corresponding, executing, and preparing minutes for meetings on behalf of the COS/EVP; screening and handling telephone communications; greeting and directing visitors, and dealing with administrative issues and inquiries.
  • Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes meetings, conferences, and other special events, as required.
  • Receives incoming communications or memos on behalf of Executive staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Assist with special projects for the COS/EVP and Office of the President. Collaborates with various campus partners to coordinate various events and projects, ensuring effective communication, resource allocation, and timely progress. 
  • The above statements describe the job’s essential responsibilities and requirements.  They are not an exhaustive list of the duties that may be assigned to job incumbents.

Required Qualifications: Belmont University seeks to attract and retain highly qualified faculty and staff that share the University's values and will contribute to its mission and vision to be a leader among teaching universities bringing together the best of liberal arts and professional education in a Christ-centered community of learning and service. 
  • Must be familiar with the organizational structure of the University
  • Must have knowledge of the President’s and University’s relationships to other organizations in the Nashville and educational communities.
  • Strong oral and written communication skills to effectively communicate with constituents of the Office of the President, including students, parents, Belmont employees, and Board of Trust members.
  • Ability to work independently, make personal discretion and sound judgement, and maintain a high level of confidentiality.
  • Proficiency in, or the ability to learn, the Microsoft Suite, Banner software system, and other office related technologies.
  • Skilled in managing a fast paced environment with shifting priorities and the ability to respond to high-pressure situations. Ability to thrive in an environment of hard work.
  • Ability to work effectively with a wide range of constituencies in a diverse community.
   
Required Education Minimum of 2 year’s College required. Bachelor’s degree preferred. Equivalent experience: 2 years administrative support in an academic or other related area.
  
Required Experience 2-4 years administrative support experience, preferably supporting a C-level suite executive in higher education.
  
Working Conditions & Physical Requirements The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is required to speak and hear sufficiently to communicate effectively by phone or in person at normal volumes. The employee’s vision must be adequate to read correspondence, computer screen, forms, etc. The position requires good manual dexterity. This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing as necessary.

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