Job Description
Title: Executive Assistant to the President
Location: Hudson, NY
Schedule: Monday Friday, 8:00am- 4:00 pm or 8:30am- 4:30pm
Payrange: $63,000- $70,000
Job Type: Full Time, temporary with potential for perm placement
The Executive Assistant to the President will act as a confidential administrative assistant to the President and assigned members of the Presidents Cabinet. The Executive Assistant also serves as the administrative liaison and recording secretary to the Board of Trustees.
Duties and Responsibilities
- Coordinates appointments and meetings with faculty, students and administration, and with the Board of Trustees and its committees. This includes preparation of agenda, arranging meeting place, equipment, materials or displays needed for the meeting, and attendance at meetings to assist in presentation or to take notes, etc. as required.
- Handles all administration and tasks deemed of a confidential nature for the President, Board of Trustees, and members of the Presidents Cabinet.
- Maintains a high-level of confidentiality regarding personnel, legal, and institutional matters.
- Serves as corresponding secretary for the Board of Trustees handling all materials, including those of a highly confidential nature. Attends board meetings and record minutes and maintains permanent records of Board minutes and related material. Ensures compliance with open meetings laws and maintains accurate and permanent Board records.
- Maintains records of collective bargaining data including highly confidential data and strategy information.
- Maintains all files of the College Presidents Office and those of the Board of Trustees according to the NYS and Records Retention Guidelines.
- Take minutes and meeting notes, as assigned.
- Relates to internal and external stakeholders, presenting the Presidents Office in a professional and coordinated manner.
- Ensures communications to and from school are coordinated and matters involving the President are prioritized.
- Administers budgets for the Presidents Office, the Board of Trustees and, as required, for the administrative units responsible to the President, as required.
- Works with Human Resources and the Office of Academic Affairs to coordinate hiring letters for all employees, letters of re-appointment for faculty, faculty promotion, tenure and sabbatical leave. Will maintain the control files for determining deadlines for these activities.
- Prepares complex travel arrangements; transportation; hotel or other housing; conference registration; follow-up on confirmations; travel expense accounts for the President and members of the Board of Trustees, as well as assigned members of the Presidents Cabinet. If the President is the chairperson of a meeting group, their Assistant will arrange the schedule, assist with the preparation of the agenda and material for the meeting, in addition to arranging for the meeting place and notification of all participants.
- Assists in the organization of school and other events involving the Presidents Office.
- Prepares, maintains, and reports generated from the Presidents Office including the monitoring of deadlines, lead-time, etc., on such reports.
- Participates in activities involving the Middle States Evaluation Team and other external visits, when conducting their periodic reviews or meetings on campus. This will include setting up lodging, meals and support services for the team during their site visit.
- Serves as the Presidents representative on the Association, Inc. Board of Directors and Chancellors Award for Excellence Committee.
- Maintains contact with legislative representatives in Columbia and Greene County and their staff.
- Organizes and host such gatherings as requested by the President.
- Other duties as required to support department and institutional goals and as assigned by the President, and or Chairperson of the Board of Trustees.
Education and Experience
- Associate degree required. Bachelors degree preferred.
- Five years or more office experience, preferably supporting executive leadership, with at least three-years in an independent/decision making role.
Essential Knowledge, Skills, Abilities
- High level of confidentiality and discretion with proven ability to exercise independent judgment in appropriate circumstances.
- High level of professional standards and presentation.
- Knowledge of proper office etiquette and good judgment.
- Proven ability to handle difficult situations involving confidential personnel and financial matters.
- Excellent knowledge of office procedures, terminology, and equipment, preferably in higher education.
- Excellence in written and verbal communication.
- Commitment to diversity, equity, and inclusion in the workplace.
- Management of multiple priorities in a fast-paced environment.
Numbers & Facts
| Location | Hudson, NY |
| Industry | Staffing/Employment Agencies |
| Salary | $63,000–$70,000 Per Year |
| Company Size | 1 to 9 employees |
| Year Founded | 1980 |
| Website | http://WWW.NORMANNSTAFFING.COM |
About Company
Normann Staffing is a private employment service that has been providing temporary and permanent staffing to organizations in New York's Hudson Valley since 1980. Recognized as the region's premier staffing agency, Normann Staffing has represented more than 300 current and former client organizations and employed more than 8,000 staff in Ulster County, Dutchess County, Orange County, as well as Greene, and Columbia Counties.
Skills
- Administrative Skillsunmatched
- Board Meetingunmatched
- Budgetingunmatched
- Cisco Unified MeetingPlaceunmatched
- Collective Bargainingunmatched
- Conference Managementunmatched
- Contact Managementunmatched
- Customer Support/Serviceunmatched
- Data Collectionunmatched
- Diversityunmatched
- Establish Prioritiesunmatched
- Executive Assistant Skills unmatched
- File Maintenanceunmatched
- Higher Educationunmatched
- Leadershipunmatched
- Legalunmatched
- Maintain Complianceunmatched
- Meeting Minutesunmatched
- Multitaskingunmatched
- Plan Meetingsunmatched
- Presentation/Verbal Skillsunmatched
- Record Keepingunmatched
- Regulatory Complianceunmatched
- Time Managementunmatched
- Travel Planningunmatched
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