Executive Assistant to the President

Job Details

Department: Professional/Administrative Staff
Job Type: Staff
Status: Exempt
Deadline: Until Filled

Job Purpose:

The Executive Assistant to the President is a highly visible and impactful role responsible for relieving the President of operational and administrative details and performs competent, diverse, and complex administrative and office management functions that require recurring contact with senior leadership, board members, faculty, staff, students, alumni, donors, and external constituencies; a thorough knowledge of the University mission, policies, procedures, and operations; and an understanding of the University’s role within the community. As the President’s principal aide, the Executive Assistant to the President serves as a liaison between the President’s Office, those the office serves, and those who engage with the office and demonstrates decorum, diplomacy, and tact along with excellent interpersonal, written and verbal communication skills. In managing the President’s fluid schedule along with office events, board meetings, activities, budgets, projects, correspondence, records, and front-desk reception, this professional exhibits confidentiality, initiative, independent judgment, and a commitment to excellence. An important part of the position is supporting the ministry and mission of the University and advancing the academic excellence and spiritual vitality of our University and students. Each employee plays an important role in the development of the Christian faith in our students.

Essential Functions:

Facilitates efficient, effective, and strategic utilization of the President’s time through development and coordination of a complex and fluid calendar of events, meetings, social engagements, and university and community functions. Serves as gatekeeper and gateway. Plans weeks, months, and years ahead when possible, tracking University and outside events involving the President.
Schedules and organizes meetings and reservations by handling all preparation and follow up pertaining to presidential catering, parking, and meeting confirmations.
Provides appropriate materials, research, and information to the President to ensure readiness for scheduled meetings, events, speaking engagements, travel commitments, conferences, and other responsibilities. Reminds and assists with follow up.
Acts as a liaison and provides support to the Board of Trustees. Arranges and handles all logistics for Board meetings and events, including: scheduling meetings, formatting agendas, compiling and distributing presentation and meeting materials, arranging catering, organizing activities, securing lodging, and recording meeting minutes. Maintains discretion and confidentiality with all board minutes and files, bylaws, policies, correspondence, and address information.
Serves as an event coordinator and facilitates the success of special functions and events hosted by the President’s Office (e.g., Highbridge Film Festival Judges Dinner, Community Town Hall Meeting), by scheduling events in conjunction with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
Arranges the President’s travel while coordinating with appropriate offices and/or organizations; prepares complex and detailed travel plans, itineraries, and agendas; informs President of important issues, activities, messages, and mail while President is away.
Promotes a positive image of the University by greeting and receiving visitors to the President’s Office, responding to inquiries from diverse University publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer’s satisfaction with the response.
Evaluates and determines the most appropriate steps to assure the proper functioning and information flow of the President’s Office, coordinating with the offices of Cabinet members as needed; facilitates timely and appropriate communication between and among Cabinet, faculty, staff, students and external constituencies to maintain credibility, trust and support; safeguards the confidentiality of University administration by exercising discretion in communicating information.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President or of special interest to the President, including those of a sensitive or confidential nature. Exercises independent judgment and determines appropriate course of action, referral, or response to assure timely action. Keeps the President informed of necessary issues requiring action of updating.
Strategically prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Proofreads presidential writings and assists with presidential correspondence, including drafting emails, letters, and responses to letters, emails, and telephone calls. Prepares talking points or scripts for speaking engagements.
Serves as the manager for the President’s Office and provides budget management for the operational work of the Office of the President, preparing credit card reports and invoice payments as well as maintaining office supplies.
Works closely with the manager of Windsor Manor Guesthouse to approve calendar requests for usage.
Available for occasional travel with/for the President to facilitate Office of the President activities.
May provide supervision to student workers or staff as assigned by the President.
Accepts other duties as assigned.

Position Type/Expected Hours of Work:

This is a full-time on-site position, and hours of work and days are Monday through Friday, 8:00 to 5 p.m. Position is required to work some evenings and weekends for University and

Presidential events.

Travel:

Minimal travel is expected for this position.

Qualifications:

Bachelor’s degree and minimum of 5 years of related experience;
High level of confidentiality and integrity; able to demonstrate utmost discretion when handling sensitive matters and materials;
Ability to exercise tact, judgment and diplomacy in a poised, professional manner while interacting with a variety of constituencies;
Ability to self-manage and function independently and proactively with little supervision, as well as ability to collaboratively work as part of a team;
Ability to plan, prioritize, and complete multiple competing tasks within a nimble, fast-paced environment;
Excellent interpersonal, written, and verbal communication skills;
Strong writing and proofreading skills;
Office management experience;
Event and project management skills;
High attention to detail and follow-through;
Good reasoning, analytical, and decision-making abilities;
Expertise in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams) and social media platforms;
Flexibility to work evenings and weekends as needed.
A committed and dynamic Christian faith is vital along with the ability to support the University’s theological position, lifestyle standards and

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Institutional Commitment:

Asbury University is an independent, Christian, liberal arts university in the Wesleyan-Holiness tradition. In the desire to be a more inclusive community, reflective of the Kingdom of God, we especially encourage applications from women and from candidates from various ethnic backgrounds. At Asbury University, employees must display a committed and dynamic Christian faith along with the ability to support the University’s theological position, lifestyle standards, and mission. Candidates must agree, support and adhere to University policies and procedures – including the Faculty Manual, Community Standards Guidelines, Human Sexuality Statement, and the Standard of Conduct for employees. Asbury University does not discriminate on the basis of race, national origin, gender, or handicap in its educational programs, activities, or employment practices.