Executive Assistant/Trustee Liaison To The President

Under the direction of the President, the Executive Assistant/Trustee Liaison to the President is responsible for complex and confidential administrative support for the President and for the Board of Trustees, and provides information and assistance to faculty, staff, students, state and local agencies,, NC General Assembly delegation members, regulatory and accrediting agencies.  The Executive Assistant/Trustee Liaison to the President must possess a thorough knowledge of college operations and board policies and procedures and will provide support for Human Resources as needed.

Responsibilities

• Coordinate the preparation of confidential correspondence, reports, special projects and other materials.

• Maintain and update all files located in the President's office.

• Maintain all Trustee and Trustee Committee Minutes, in accordance with the statues pertaining to North Carolina Community Colleges.

• Prepare all Trustee related reports and correspondence, in accordance with the statues pertaining to North Carolina Community Colleges.

• Assist in the planning and coordination of special events and meetings.

• Serve as a member of the President's Cabinet, thereby providing critical input in making decisions which impact college operations.

• Serve on campus committees when appropriate and/or requested by the President.

• Attend college-sponsored functions both on and off campus as required.

• Represent the President and/or President's Office to campus and community constituents when necessary.

• Arrange graduation proceedings for trustees, which includes planning platform seating, assisting with academic regalia and program, and inviting legislators and local dignitaries.

• Provide appropriate support to other areas of the campus as necessary.

Duties

• Coordinate and direct incoming telephone calls; receive and greet visitors, and direct inquiries and requests for the President's Office.

• Schedule appointments and maintain accurate appointment calendar for the President.

• Receive, sort, and distribute all incoming and outgoing correspondence.  Proof all correspondence from other departments for the President's signature.

• Independently respond to letters and correspondence of a routine nature.

• Research, compile, and summarize data and information for special projects and reports, as instructed by the President.

• Coordinate and schedule Trustee and Trustee Committee meetings; prepare Agenda for Board meetings utilizing Diligent software by collecting and organizing agenda items provided by the President's Cabinet. Distribute Agenda to Trustees and selected College personnel.

• Attend and serve as the Recording Secretary for Trustee and Trustee Committee meetings; accurately record, prepare and disseminate minutes in Diligent.

• Serve as Notary Public for trustees, college personnel, and students, which includes administering Oath of Office to newly appointed trustees if the Rockingham County Clerk of Superior Court or their designee is unavailable.

• Coordinate and schedule meetings of faculty and staff as directed by the President.

• Coordinate registration and travel arrangements for President, as instructed.  Organize receipts and process all travel authorization, travel reimbursement forms, and expense reports, relating to President's travel, and in accordance with State of North Carolina guidelines.

• Coordinate registration and travel arrangements for trustees attending national and state conferences and conventions.  Organize receipts and process all travel authorization, travel reimbursement forms, and expense reports relating to trustee travel, and in accordance with State of North Carolina guidelines.

• Assist the Social Committee, as needed, with special meetings, events, and social functions promoted by the College, including caterers, materials, and supplies.

• Complete forms for purchase orders, equipment requisitions, local invoices, material and supply requisitions, requests for repairs, and other pertinent transmittals, as necessary through procurement, Campus Services, and Self-Service work orders. Process reimbursements through the procurement system to the College credit card when used.

• Perform other related duties incidental to the work described herein and/or as assigned by the President.

Perform other related duties as incidental to the work described herein.

REQUIRED:

Associate degree

PREFERRED:

Bachelor degree

Notary Public

Experience with coordinating special events preferred.

• Three years of administrative assistance experience.

• Proficient in MS Office - Word, Excel, PowerPoint.

• Demonstrated organizational skills.  Ability to be creative, work independently, deal effectively with people, and meet deadlines under pressure.  Must possess excellent interpersonal skills, oral and written communication skills, and phone etiquette, utilizing correct grammar and composition.

• Ability to exercise discretion and judgment in handling complex and confidential information.

• Display initiative and objectivity.  Perform work with a high degree of integrity and professionalism.