Executive Assistant To The President

Job Details

Job Location: Palm Beach Atlantic University

• West Palm Beach

• West Palm Beach, FL

Position Type: Full Time

Education Level: High School

Salary Range: Undisclosed

Job Category: Admin

• Clerical

Description

SUMMARY: The Executive Assistant to the President's Office is responsible for assisting the President's Office with administrative tasks and serves as a key liaison between the President and employees, executives, donors, the Board of Trustees, and other outside constituency groups.

RESPONSIBILITIES:

Coordinates Board of Trustee Activities

• Serves as Liaison to the Board of Trustees and coordinator for all Board activities included but not limited to: scheduling full Board and executive committee meetings, and regular BOT committee meetings, assisting in development of resolutions, including creating agendas, preparing presentations, capturing minutes, and serving as a host to Board members.

• Updates Board Effect often so Board members have the latest information and prayer requests.

• Works closely with President, chief legal officer, and development in crafting board agendas, along with the Board Chair.

Provides Presidential support and promotes the University's image.

• Represents the President by serving as the first point of contact for President's Office guests and inquires; proactively and effectively responds to questions and concerns on behalf of the President in a manner that aligns with the university's guiding principles and values; escalates questions/concerns as needed; triages high level concerns (President email, calls)

• Supports development activities by fostering positive relationships and actions needed with key donors that reflect well on the university.

• Performs donor level scheduling, correspondence, and communication as needed, in coordination with Advancement.

• Proactively plans for meeting details.

• Recognizes and discerns the interdisciplinary nature of projects across university, connecting visitors and constituents to the appropriate leaders and departments where needed.

• Reviews and writes correspondence as needed for President.

• Improves quality results by studying, evaluating, and re-designing processes and implementing changes.

• Enhances President's and university's reputation by accomplishing new and different requests and by adding value to job accomplishments.

Management leader of President's office and oversight of administrative assistant(s).

• Oversees and/or delegates to separate FTE (administrative assistant) who does the following:

• Proactively manages the President's calendar, balancing changing priorities with responsiveness among various constituents.

• Arranges corporate travel and meetings by developing itineraries and agendas; booking transportation; and arranging lodging and meeting accommodations.

• Arranges university dinners and other university functions; answers questions and responds to meeting requests.

• Processes mail and other correspondence. Oversees record-keeping and filing, as well as equipment and inventory.

• Manages Expense Reports for the President's office.

• Triages generic emails/calls to the President's office.

• Scheduling for the Cater Suite for high level visitors to the university.

• Assists, answers questions, and evaluates performance of administrative assistant.

Projects and other duties as assigned.

• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; and adjusting plans.

• Appropriately triages high-level concerns that find their way to the President's office.

Qualifications

• Requires strong organization, computer, interpersonal, and communication skills (written and oral).

• Ability to promote and develop positive relationships resulting in effective and productive working connections across all departments of the University community.

EDUCATION AND EXPERIENCE REQUIRED:

• Baccalaureate degree strongly preferred.
• 10+ years of experience as an executive level assistant.