Executive Assistant To The President (36480)

Position: Executive Assistant to the President
Department: Office of the President
FLSA: Exempt
Reports to: President
Location: Local based, available hybrid schedule
Salary Range: $85,000 to $110,000
POSITION SUMMARY
The Executive Assistant to the President supports the President while reinforcing a culture of positivity and professionalism and assisting senior executives in managing key functions for the executive team. This position serves as the primary point of control for all scheduling and high-level administrative support for the President, as well as the CFO when needed, ensuring that time and travel is prioritized and well-coordinated. This position also provides and facilitates comprehensive support for GGU's Board of Trustees, including preparation for and management of board and committee meetings as well as recording of minutes and any substantive actions taken during meetings, supporting senior executives with reports and documents and other duties as needed in their liaison duties with board committees, and maintaining and managing archival material. The position also supports particular university advancement functions, as needed, at the direction of the President.
The Executive Assistant to the President is responsible for professionally communicating to participants the purpose and agenda of all engagements; managing necessary audio-visual and other logistical supports (travel, food, etc.); and performing complex and diverse duties in support of the President and the executive team, when needed. The Executive Assistant to the President anticipates and initiates actions regarding office operations requiring in-depth knowledge of the organization and other departments. This position requires interpretation and resolution of highly varied situations and problems.
KEY RESPONSIBILITIES/ESSENTIAL DUTIES OF POSITION
The Executive Assistant to the President performs the following essential duties:
* Manage the daily operations of the President, including managing incoming calls/messages to the Office of the President (OOP), sorting and distributing mail and other incoming requests, as well as greeting and providing in-person support for office visitors.
* Support the President's management of GGU's Board of Trustees, including preparation for board and committee meetings, recording of minutes and any substantive actions taken during meetings, supporting senior executives with reports and documents and other duties as needed in their liaison duties with board committees, as well as maintaining and managing the Board of Trustees archival material (minutes, resolutions, reference materials, etc.).
* Interface with trustees, faculty, staff, alumni, students, guests, external vendors, and other key stakeholders as they relate to managing the appointments and meetings for the President and, when necessary, the CFO, as well as the President and CFO's participation in internal and external events, meetings, and trips. In particular:
* develop and maintain protocols and processes for communicating with stakeholders and securing appointments;
* manage the allocation and use of the time of the President and CFO to optimize availability and alignment with established priorities and vision;
* identify appropriate engagement opportunities as well as produce and/or compile final preparation/briefing materials for the President and CFO.
* Manage all aspects of travel arrangements, including ground, air and accommodations, and last-minute or mid-trip changes for the President, CFO and guests of the University.
* Prepare a weekly briefing report with action items needed.
* Assist with project management and planning of events, collaborating as needed with staff from various departments to develop the structure and execution of events. This includes:
* planning meetings and managing logistical and support resources (audio-visual, food/beverages, signage, room set-ups, etc.) to develop such events;
* preparing documents, reports, agendas, presentations, and related materials for meetings and projects.
* Communicate directly, and on behalf of President and CFO internally and to outside agencies, vendors, and the GGU board.
* Interact with all levels of internal and external staff with professionalism and empathy.
* Draft letters and other correspondence; including triaging and drafting replies to emails when requested.
* Manage all expense accounting reporting and documentation as well as reimbursement when necessary.
* On occasion, at the President's request and direction, attend and take meeting notes and synthesize strategic priorities and follow-up on action items and distribute in a timely manner.
* Assist - as needed and at the direction of the President - with particular functions related to fund raising and university advancement, including but not limited to:
* assisting with the stewardship of principal and major gift donors as needed;
* contribute to other stewardship tasks that involve the President (collaborate with the Prospect Researcher, Director of Advancement Services and others as needed to confirm background and other advancement-related tasks; assist with the management of campus and off-campus advancement-related events; printing and signing of thank you letters to major donors, trustees and other select stakeholders; etc.)
* Maintain document directory on Office of the President Microsoft SharePoint site.
* Maintain accurate confidential files and data records.
* Maintain Policies & Procedures in the Office of the President Operations Manual using Microsoft OneNote.
* Utilize strong judgment in managing priorities of requests, addressing these requests directly when appropriate and escalating others for resolution when they cannot be resolved directly.
* Manage confidential issues and information with discretion as well as ethical and professional judgment.
* Other duties as assigned.
Qualifications
Skills and Qualifications
* Bachelor's degree; or commensurate experience.
* Minimum of three years of advanced level experience in a similar role.
* Superior time management, task management, and customer service skills.
* Strong computer skills - the ideal candidate will have expert-level knowledge of the Microsoft Office suite of products including Word, Excel, PowerPoint, SharePoint and OneNote.
* Strong internet research skills.
* Flexibility, excellent people skills, project coordination experience, and the ability to work well with all levels of internal management and staff, faculty, alumni, students as well as outside clients and vendors.
* Sensitivity to confidential matters required.
* Attention to detail is essential.
* The ideal candidate will have strong written and verbal communication skills, and a clear ability to multi-task in a fast-paced environment.
Golden Gate University is an Equal Opportunity Employer. The university has a strong commitment to the principles of diversity and inclusion, and to maintaining working and learning environments that reinforces these practices. The university welcomes and encourages applications from women, minorities, people of color, veterans, persons with disabilities, and members of the LGBTQI community.
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