Executive Assistant to President

An Executive Assistant to the President of a university plays a crucial role in supporting the university’s leadership, ensuring the smooth operation of the president’s office, and facilitating communication within the institution. Here’s a breakdown of the key responsibilities and skills associated with this position:

Key Responsibilities:

1. Administrative Support:
   • Manage the president’s calendar, ensuring all meetings, appointments, and events are efficiently scheduled.
   • Prepare and organize documents, presentations, and reports for the president.
   • Handle correspondence (email, phone, mail) and prioritize messages for the president.
   • Coordinate travel arrangements and accommodations for the president and other senior leadership.
2. Communication:
   • Serve as a liaison between the president’s office and internal/external stakeholders.
   • Draft communications, speeches, and other materials on behalf of the president.
   • Maintain confidentiality regarding sensitive matters and information.
3. Meeting Coordination:
   • Organize and prepare materials for board meetings, faculty meetings, and other strategic events.
   • Take and distribute meeting minutes as needed.
   • Ensure follow-up on action items from meetings involving the president.
4. Project Management:
   • Oversee special projects and initiatives at the request of the president, including strategic planning, events, and key university activities.
   • Track progress, meet deadlines, and report back on outcomes.
5. Event Coordination:
   • Plan and execute university events, such as alumni gatherings, donor meetings, faculty/staff appreciation events, and public lectures involving the president.
   • Ensure the president’s involvement in university events aligns with their schedule.
6. Budget and Resource Management:
   • Assist with managing budgets for the president’s office.
   • Ensure resources are allocated efficiently and expenditures are tracked.

Key Skills:

• Organizational Skills: The ability to manage multiple tasks, handle complex schedules, and ensure that everything runs smoothly.
• Communication Skills: Strong written and verbal communication skills for drafting correspondence, reports, and presentations.
• Attention to Detail: The ability to review documents, take accurate minutes, and manage calendars without missing key details.
• Problem-Solving: Ability to anticipate issues and proactively solve problems to keep operations running efficiently.
• Discretion: Handling sensitive or confidential information with professionalism and confidentiality.
• Technology Proficiency: Familiarity with office software, scheduling tools, and communication platforms, like Microsoft Office Suite, Google Workspace, or similar tools.
• Relationship Building: Build strong relationships with faculty, staff, students, and external partners to ensure effective collaboration.

Educational Background & Experience:

• A degree in business administration, public administration, or a related field is often preferred.
• Experience in administrative support, especially in a higher education setting, is highly valued.
• Experience working with executive-level leadership and managing high-stakes situations.

This role requires someone who is adaptable, professional, and capable of working in a fast-paced, dynamic environment, balancing both routine administrative tasks and more strategic responsibilities.