Executive Assistant to the President

Bowling Green State University, United States

Updated: 1 day ago
Location: Campus, ILLINOIS
Job Type: FullTime


Summary

Reporting to the Chief of Staff, this position provides administrative support for the President and serves as a liaison between the President, Chief of Staff, and internal and external constituents. In addition, the EA manages scheduling, project tracking, planning and execution of meetings and tasks on behalf of the President and Chief of Staff.
As a key member of the staff in the Office of the President, the EA is responsible providing exceptional administrative support by ensuring the President is supported to focus on the highest priorities by helping with specific projects and administrative needs including meeting preparations, travel arrangements, communications and other office operational functions. The EA will also liaise with other internal areas on core projects and workstreams.


Essential Functions

COORDINATION OF ADMINISTRATIVE OPERATIONS
  • Serves as the primary support to the President and Chief of Staff for all administrative and operational matters. Coordinates and manages the calendar and the daily meeting schedule. Performs highly effective calendar and schedule management, tracks agendas and discussion topics, gathers research, prepares reports, compiles background meeting materials for briefing and ensures all pertinent/relevant supporting materials are summarized, organized, and distributed prior to the meetings to ensure effective and productive use of time. 
  • Exercises independent judgement, provides administration to and/or manages projects involving short-term and long-term planning. Develop and track internal and external plans and timelines, set reminders, and drive processes for projects directly or indirectly responsible by the President and Chief of Staff. Organizes and manages systems for incoming requests, including document review and approval, and follow up as needed on those action items. 
  • Develops, distributes, and monitors timelines for the President and Chief of Staff and staff in the Office of the President. Sets short-term goals, evaluates materials for missing items, proofs and edits, and prepares/compiles information for next level/final review and/or signatures. Assists with organizing team drives and store all relevant documents.
  • Primary contact for Cabinet, Executive Council and University Council, which includes scheduling, preparation of agendas, communication workflows, etc.
  • Manages the daily operational responsibilities of the President and Chief of Staff, including preparation of take-home folders, background materials for the next day’s meetings, and compilation of electronic daily overview. Tracks and organizes information for the direct reports of both positions. Serves as point person of short- and long-term tasks. 
EXTERNAL BOARD MANAGEMENT
  • Authors, compiles, and manages communications flow to and from the President and external board and engagements. Serves as liaison and main point of contact for the various external boards the President serves on to represent the University.
  • Organize sand prepares for meetings, including gathering documents and attending to logistics of meetings.
  • Prepares and disseminates reports to various constituencies; independently investigates concerns and issues and provides recommendations/resolutions to the President and Chief of Staff and others. Tracks issues and requests to ensure appropriate follow-up.
SPECIAL PROJECTS
  • Work on special projects as assigned by the President and/or Chief of Staff.
  • Other duties as assigned. 


Minimum Qualifications

The following Degree and Experience is required:

  • Bachelor’s degree with 3 years of experience in positions with progressive responsibility,
  • Associate’s degree with 5 years of experience in positions with progressive responsibly;
  • High School Diploma/GED with 10 years of experience in positions with progressive responsibility
  • Degree must be conferred at the time of application.

The following Experience is Preferred: 
  • Higher Education experience

The following Licensure, Certifications, or Registration is required:
  • Must have and maintain a valid driver’s license and comply with the university’s vehicle use policy.


Additional Information

Knowledge, Skills, Abilities

  • Excellent verbal and written communications skills involving high-level and detailed communications with internal and external contacts; ability to listen, to simplify details, synthesize main points of larger documents to provide executive summaries
  • Ability to manage multiple projects simultaneously, project management skills, follow-up, and follow-through skills, flexibility
  • Demonstrate the ability to analyze complex information or problems in a methodical style and develop logical conclusions for establishing priorities and thus selecting the appropriate course of action.
  • Knowledge of higher education operations and environments
  • Demonstrated ability to take initiative, anticipate needs, act with diplomacy and tact, and exercise independent and sound judgement
  • Demonstrated ability to perform at a high level and meet deadlines
  • Demonstrated ability to tolerate high levels of ambiguity
  • Excellent organizational skills, attention to detail required; ability to prioritize multiple requests.
  • Excellent decision-making skills. Must be tactful, good listener, willingness to search out answers that might not be apparent; ability to recognize when others need to be involved in activities and decisions.

Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email [email protected] .


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