Executive Offices' Assistant

Executive Offices’ Assistant Job Description

Please see the application requirements at end

Position Description

The Executive Offices’ Assistant will provide administrative services essential to the mission of the Art Academy of Cincinnati and the day-to-day operation of the Executive Offices of the President, Vice President of Administration and Finance and the Vice President of Enrollment and Retention. This individual also provides support for special committees and task forces as determined by the President and VPs and supports the activities of the offices in maintaining good relations with partners, colleagues and other organizational contacts made in the normal course of conducting work. This is a non-exempt, full-time position reporting to the VP of Administration and Finance.

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

Key Responsibilities

President’s Office:

• Represents the college at all times in a variety of ways. In daily administrative duties, as the president’s representative on committees or in the community.
• Have a high-level understanding of the AAC’s policies and the president’s mission and goals for the college.
• Oversee the president’s calendar and email management. Coordinate and schedule meetings, appointments, and travel arrangements for the president.
• Prepares a variety of correspondence, memoranda, reports, and other materials, prepares agendas and meeting materials, distributes packets.
• Supports the AAC’s Board of Trustees through meeting schedules, correspondence, taking minutes, and overall preparations for the BOT meetings.
• Represents the president by welcoming visitors, reviewing correspondence; arranging meetings and other college functions and events, answering question and meeting requests directed to the president.
• Is a liaison between the president and other executives, directors, staff, and faculty.
• Serves as the primary point of contact for the president’s office and provides a high level of customer service to students, staff, faculty and other constituents with professionalism and confidentiality.

Vice Presidents’ Offices:

• Handles all communication with AAC Leadership team. Prepares packets for and attends all Leadership meetings, accurately records, types, distributes, and maintains all meeting minutes.
• Maintains the calendars in Outlook.
• Represents VPs by welcoming visitors, reviewing correspondence, arranging functions, answering phone calls, answering questions and meeting requests directed to the VPs.
• Coordinates and schedules meetings, appointments, and travel arrangements for the VPs.
• Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving, and adjusting plans.
• Updates job knowledge by participating in educational opportunities, reading professional publications, maintaining personal networks, participating in professional organizations.
• Improves quality and efficiency of departments by studying, evaluating, and re-designing processes, and implementing change.

Education/Qualifications/Experience

• Degree preferred; high school diploma with essential experience required.
• Progressive experience working in an office environment.
• High to expert level of proficiency in MS Office applications
• Proven experience as an executive assistant or other relevant administrative support experience.
• Professional level verbal and written communication skills.
• Excellent interpersonal skills.
• Ability to problem solve and forecast challenges.
• Ability to maintain confidentiality.
• Must be able to complete all tasks in a timely manner without incurring overtime or comp time, except as authorized.
• Ability to multi-task and work with frequent interruptions.
• Must have excellent attention to detail and typing speed of 60-100 words per minute.
• Must have good judgment of character and exercise diplomacy.
• Must be flexible and able to adapt to procedural changes.
• Must be proficient with Microsoft Work, Outlook, and Excel. Cross-platform skills in Macintosh and PC applications are highly desirable.

Physical Requirements/Environmental Conditions

• Work is typically performed in an office environment, ability to sit, stand, walk, see, hear and speak are all necessary. Occasional standing, walking, kneeling, climbing stairs and lifting up to 20 lbs. Frequent work at rapid pace and looking at a screen. Standard office equipment used.

Application requirements – You must upload a resume and something explaining why you are interested in this position. You can upload a cover letter or letter of interest where it says to upload additional documents. Thank you