Executive Assistant to the President

In accordance with BMCC Personnel Policy 300.202, BMCC will give first preference to qualified internal candidates who apply for this position.

Job Summary:

The Executive Assistant performs administrative, clerical, purchasing, and supervisory duties of varying complexity and difficulty.  This on-campus position requires the exercise of initiative and independent judgment and requires a high degree of discretion and confidentiality when screening calls, visitors, and mail; answering and disposing of requests for information; and handling the record keeping of the Board of Regents and President.  The Executive Assistant will meet academic and professional qualifications, demonstrate dedication to academic excellence and student-centered education, and will support the mission and objectives of Bay Mills Community College.  This position is an on-campus position that is not typically eligible for remote work.

Essential Duties and Responsibilities:

• Provides administrative support to the President and acts as office manager by transcribing and preparing correspondence, reports, and meeting minutes, maintain office efficiency and supplies, and managing the daily schedule of the President, and maintain the reception area in an efficient and courteous manner.
• Maintains records, schedules meetings, and makes travel arrangements for the President.
• Receives visitors and colleagues of the President and members of Administration.
• As recording secretary to the Board of Regents, is responsible for recording, preparing meeting minutes and supporting documentation, and accurate record keeping of Special and Regular meetings of the Board of Regents.
• Assembles information for Board and Special meetings and delivers the reports to Board members.
• Compiles and maintains Board of Regents manuals pertaining to college operations.
• Assists with the production of a digital bimonthly college newsletter during the fall and winter semesters which is distributed throughout the community.
• Manage and coordinate projects, meetings, and special events for BMCC as requested by the President.
• Travel may be required in the performance of duties or for professional development.
  
• Sits on various college committees and work teams as assigned by the President.
• Manages the scheduling of the conference room and the lower level reservations at BMCC.
• Will fill in as a backup for all purchasing needs in the absence of the Purchasing Specialist/Administrative Assistant.
• Directs the duties of certain administrative staff and student employees, including setting goals and performance reviews when needed.
• Maintains communication and direction of certain independent contractors and external vendors, including the colleges, cleaning company, vending machines, and water service.
• Gathers, reviews, and approves timesheets of direct reports, as well as the direct reports of the President.
• Other duties within the scope and complexity of the position.

Required Knowledge, Skills, and Abilities:

• Considerable knowledge of administrative and secretarial practices and procedures.
• Excellent written communication skills including knowledge of business English, spelling, punctuation, grammar, format, vocabulary, composition, and tone.
• High level operational knowledge of communication systems and office equipment, including Microsoft Office applications and Google applications. Knowledge of Starfish, Empower, and Moodle helpful. 
• Ability to maintain and prepare reports from general verbal instructions or minutes of meetings; ability to compose correspondence on routine matters and to perform normal office functions without direct supervision.
• Considerable ability to maintain effective working relationships with all Administrative personnel, faculty members, fellow employees, and the general public.
• Ability to manage and coordinate projects, meetings, and special events.
• Respect for the confidentiality of all information received.
• Demonstrated personal integrity, sound judgment, and dependability.
• Professional demeanor while representing BMCC.
• Designation as a Notary Public is helpful.
• Demonstrated understanding of and a commitment to the tribal college mission and purpose teaching and learning, high academic standards, and student success.

Education and Experience:

• Desired educational requirement is an Bachelor's Degree from an accredited college or university in Business, Administration, Computer Science, or related field.  Associate's Degree is the minimum required educational credential.
• Minimum of one to three years of work experience in a similar position in higher education preferred.
• Experience working in Tribal communities is preferred, specifically at a tribal college.
• Excellent written communication and organization skills.
• Proven ability to work collaboratively with others, college and departmental committee experience preferred.
• Knowledge or experience working with people of diverse backgrounds, abilities, and needs.
• Knowledge or experience in working with Native Americans, in an educational setting preferred.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to sit with occasional walking and standing.
• Occasionally the employee must bend, reach above shoulder level, kneel, and push/pull.
• The employee must occasionally lift and/or move up to 25 pounds.
• The employee must use hands for repetitive action such as simple and/or firm grasping.
• Duties are generally performed inside and not exposed to adverse conditions.

To Apply:

Before the deadline of April 21, 2025 by 4:00 p.m. (EST), any interested internal or external candidate should apply by uploading the following documents, here in BambooHR:

1. Letter of interest that addresses how the applicant meets the posted requirements. 
2. Resume or curriculum vitae.
3. Unofficial transcripts for all earned degrees (official transcripts required at time of offer).
4. Proof of tribal enrollment, if claiming preference.
5. A list of contact information and nature of professional relationship of at least three (3) professional references. Candidates may provide letters of reference if preferred. 

The statements above are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required in said position.

In accordance with the Clery Act, Bay Mills Community College’s Annual Security Report is available at the Receptionist's desk in the Administration Building or the Accounting Department upon request. This document provides critical safety information, such as emergency response and preparedness, crime prevention, crime reporting, and timely warnings. This report also includes crime statistics for the past three years.

It is the policy of BMCC to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, religion, color, sex, age, national origin, disability, military status, or any other characteristic protected by applicable federal or state law. However, BMCC Indian Preference in accordance with the spirit of the Indian Preference Act, PL 88-352-Sec. 707 (1) July 2, 1972, may grant first consideration for employment to Indians.