Executive Assistant to District President chez Navarro College

POSITION PURPOSE:

The Executive Assistant is responsible to the President of Navarro College in carrying out the functions and responsibilities of that office by performing and coordinating high-level administrative support services.  The Executive Assistant works in an extremely fast-paced environment performing a variety of administrative and support functions. Duties are varied and confidential in nature. This position requires extensive relations with all constituencies of the College including: trustees, faculty, administrators, staff, students, parents, and alumni, as well as others having business with the President’s Office. The Executive Assistant works under limited supervision with considerable latitude for the use of initiative and independent judgment.

GENERAL DUTIES AND RESPONSIBILITIES:  

• Oversee the day-to-day operations of the President’s office. 
• Maintain President’s calendar including scheduling meetings, speaking engagements, and travel. Exercise discretion in committing President’s time and evaluating needs. 
• Serve as liaison between the President, Board of Trustees, Leadership Team, staff and public.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Interview callers, answer questions and direct calls appropriately for resolution.
• Maintain contacts for the President including local, state and national legislative officials, ISDs, and various community leaders throughout and beyond the college’s service area.
• Keep President advised of time-sensitive and priority issues, ensuring appropriate follow-up. 
• Prepare, coordinate and assemble materials for Board of Trustees meetings. Post timely notice of all meetings as required by law.
• Attend Board of Trustees meetings to record official action and significant parts of discussion and prepare draft of minutes for review by the President. Maintain official records of all Board of Trustees meetings. 
• Schedule Leadership Team meetings; assist in the preparation and distribution of meeting agendas and materials.
• Coordinate travel arrangements for President and Board of Trustees members as necessary.
• Responsible for maintaining official Board Policies and Administrative Procedures Manuals including historical record of all updates and revisions. Work with office of Marketing and Public Relations to ensure online policies and procedures are simultaneously updated. 
• Maintain paper and electronic filing systems. 
• Coordinate fiscal procedures within the President’s Office including budget implementation and control, making sure expenditures are in accordance with the allocation of funds.
• This position will require some evening and weekend work (e.g., Board of Trustees monthly meetings, events, etc.)
• Routinely perform a wide variety of support duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to handle highly sensitive and confidential information while exercising professionalism and discretion. 
• Excellent computer skills and proficient knowledge of MS Office Suite in addition to the use of automated equipment and software.
• Outstanding organizational and time management skills.
• Ability to think independently and make decisions under pressure. 
• Ability to speak and write effectively and to analyze, edit, review and interpret complex material.
• Ability to maintain cooperative working relationships with other departments and organizations.
• Thorough knowledge of budget and administrative practices and procedures.
• Thorough knowledge of modern office management principles, procedures and techniques and their adaptation.
• Ability to acquire wide knowledge of laws as they pertain to the Board of Trustees and college including Open Meetings Act and Open Records Act regulations.  
• Be service-oriented with the ability to pay attention to details in a fast-paced environment.
• Must be able to greet visitors to the President’s Office in a professional manner.

POSITION QUALIFICATIONS:
Required:

• Associates Degree or equivalent from a college or technical school with course work in business information technology or business administration and three (3) to five (5) years of related experience.
• College level oral and written communication skills are essential.
• Proven ability to handle confidential information and work with minimal supervision.
• Will consider any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

WORKING CONDITIONS:
 

• Variances from regular working hours may be necessary to fulfill the responsibilities of the position.
• Busy working environment with numerous interruptions.
• High visibility and interactions with all administrative departments, faculty, students and general public.

SALARY:  $51,005. annually (this is a 12 month position to be paid over 12 months)