Executive Assistant To The Vice President For People, Culture & Equity

Org Marketing Statement

Executive Assistant to the Vice President for People, Culture & Equity

Job ID 1697

June 28, 2024

Department: People, Culture and Equity

Employee Group: Meet & Confer

Schedule: 40 Hours/52 Weeks

Compensation: OP4, $55,561

Benefits: Full Time

Reports to: Vice President for People, Culture and Equity

Posting Closes: July 16, 2024

SUMMARY

The Executive Assistant to the Vice President for People, Culture and Equity provides high-level administrative support, ensuring the efficient operation of the office. This role involves handling confidential information, managing schedules, coordinating meetings and assisting with special projects and events. The ideal candidate will possess excellent organizational skills, a strong attention to detail, and the ability to work independently.

ESSENTIAL FUNCTIONS

Administrative Support

• Manage and maintain the Vice President¿s calendar, scheduling appointments, meetings and travel arrangements.

• Screen and prioritize incoming communications (emails, calls and mail).

• Prepare and edit correspondence, reports, presentations, and other documents.

• Handle confidential information with discretion and professionalism.

• Respond to concerns and questions from internal and external customers

• Respond to concerns and questions from internal and external customers.

• Represents the Vice President for People, Culture and Equity as needed in meetings and other events internally and externally.

• Manage department budget and perform general monitoring of budgets within the People, Culture and Equity division.

• Maintain records of negotiation processes and bargaining sessions

• Prepare and maintain confidential material for collective bargaining.

Meeting Coordination

• Organize and coordinate internal and external meetings, including preparing agendas, materials, and minutes.

• Arrange logistics for meetings, such as booking conference rooms, setting up audio-visual equipment, and providing refreshments.

• Ensure follow up actions from meetings are tracked and completed.

Event Coordination

• Support the organization and execution of company events, workshops, and training sessions.

• Coordinate logistics, including venue selection, catering, and transportation.

• Coordinate event budgets and provide post-event evaluations.

Communication

• Draft and distribute communications on behalf of the Vice President.

• Act as a liaison between the Vice President and staff facilitating effective communication and collaboration.

• Handle inquiries and requests, providing appropriate responses or redirecting as necessary.

• Maintain the website for People, Culture and Equity.

Other Functions

• Complete purchase orders for the office as needed.

• Order office supplies and materials as needed.

• Organize and maintain various filing systems.

• Other duties as assigned.

• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

JOB SPECIFICATIONS

Education Credentials

• Bachelor¿s Degree required.

Work Experience

• A minimum of three years of administrative assistance experience or the equivalent, required

• Experience working in higher education, preferred.

• Proficiency in Microsoft Office Suite and Google Suite, preferred.

Skills

• Organizational Skills: Ability to manage multiple calendars, tasks and projects. Strong attention to detail and ability to prioritize effectively.

• Time Management: Efficiently manage time to meet deadlines. Ability to handle a high volume of tasks and adjust priorities as needed.

• Communication Skills: Excellent written and verbal communication skills. Ability to draft professional correspondence and reports. Proficiency in communicating with a diverse range of stakeholders.

• Discretion and Confidentiality: High level of integrity in handling sensitive and confidential information. Trustworthiness in dealing with professional matters of the Vice President.

• Interpersonal Skills: Strong interpersonal skills for building and maintaining relationships. Ability to work effectively with people at all levels of the organization.

Physical Demands

• Must be able to sit or stand for long periods of time.

Mental Demands

• Exceptional organizational abilities including the ability to prioritize work and complete tasks in a timely fashion.

• Ability to manage multiple tasks and priorities simultaneously.

• Ability to perform daily tasks and work through unanticipated issues with limited supervision.

• Optimistic attitude and proven ability to work independently and to be a productive and contributing member of a team.

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.

• Professional office environment serving the executive leadership of the College.

• Frequent phone calls with requests for information and assistance from both internal and external customers along with some drop in customer traffic.

NEXT STEPS / APPLICATION PROCESS

• Please fill out an application at https://www.grcc.edu/jobs. Submit a cover letter and resume. The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting.

• Predictive Index Assessment (behavioral & cognitive) REQUIRED: In order to have your application considered, you must complete the assessments: https://assessment.predictiveindex.com/bo/8MMT/ExecuAssist

HIRING PROCESS

GRCC uses an Evidence Based Selection Process, where we make data driven hiring decisions to help mitigate bias throughout the hiring process. As part of this process, candidates will participate in assessments (cognitive and behavioral), reference checks and interviews.

Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

NONDISCRIMINATION STATEMENT

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics. The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.