Executive Assistant to the President

EXECUTIVE ASSISTANT TO THE PRESIDENT

Charleston Southern University

Position Overview:

The Executive Assistant to the President is responsible for providing comprehensive support to the President, serving as a liaison to the Board of Trustees and Vice Presidents, and managing the executive office operations.While rooted in administrative excellence, this role extends into strategic collaboration by serving as a trusted partner to the President, Cabinet, and Board of Trustees, contributing to the broader vision and direction of the university.

Reporting directly to the President, this positions plays a pivotal role in advancing the mission of Charleston Southern University by ensuring seamless executive operations and fostering meaningful connections with internal and external stakeholders. This position embodies CSUs spirit of hospitality and service, creating welcoming experiences for guests and all levels of the university community.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with an elevated level of professionalism and confidentiality. The Executive Assistant must have the ability to work independently on tasks and projects from conception to completion and thrive in a multi-faceted role which requires the ability to oversee a wide variety of activities and confidential matters with complete discretion.This role requires close collaboration with Vice Presidents, department heads, faculty, staff, and external partners, positioning the Executive Assistant as a vital bridge between the Presidents Office and the broader university community.

Characteristics Duties and Responsibilities

• Provides sophisticated calendar management for the President. Prioritizes inquiries and requests while troubleshooting conflicts and makes judgements and recommendations to ensure smooth day to day engagements of the executive office.
• Completes a broad variety of administrative tasks that facilitate the Presidents ability to effectively lead the organization including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature. Researches and prioritizes before determining the appropriate course of action, referral, or response, exercising judgement to reflect Presidents style and organization policy. Communicates directly, and on behalf of the President, and responds to emails/texts/phone calls outside normal business hours, as needed.
• Functions as a liaison and provides support to the Board of Trustees. Arranges and oversees all logistics for Board meetings and events: schedules meetings; drafts agendas; develops, compiles, and distributes presentation materials; and records meeting minutes on behalf of Board Secretary. Adheres to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Works closely with the President and First Lady to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Serves as a monitor creating a win-win situations for direct access to the Presidents time and office. Conserves the President's time by reading, researching, collecting, and analyzing information as needed, in advance.
• Coordinates all Vice President meetings and retreats and assist with other meetings and events as needed. Drafts agendas and prepare and record minutes of the meetings.
• Serves as a strategic partner in fostering effective communication and collaboration among Vice Presidents, ensuring alignment with the Presidents vision and organizational goals. Demonstratingleadership to maintain credibility, trust, and support with the Vice Presidents. Completes projects by assigning work to appropriate staff, including the Vice Presidents, on behalf of the President.
• Works with the Vice Presidents and Executive Assistants to coordinate the Presidents outreach activities. Follows up on contacts made by the President to cultivate ongoing relationships.
• Maintains discretion and confidentiality in relationships with all Board members. Comply with administrative rules set in bylaws regarding the Board and Board committee matters.
• Arranges special events, employee appreciation, Christmas luncheon, receptions, luncheons, etc. with food service and all functions involving rooms.
• Represents the College and the Office of the President in a positive light through great follow-through skills and sound judgment. Welcomes all guests by greeting them in a professional manner, in person or on the phone, and answers or directs inquiries.
• Maintains the Presidents Operating Budget and prepare and submit expense reports.
• Additional duties as assigned.

Knowledge, Skills, and Abilities:

• Strong cultural intelligence - possesses strong culturaland emotional intelligence to navigate relationships with diverse stakeholders, ensuring inclusivity and respect at all levels.
• Business acumen - possesses strong business sense and triage of priorities to make sound judgment calls when needed.
• Commitment to excellence - performs duties at the highest level possible on a consistent basis.
• Excellent communicator - interacts with people of all levels in a confident, professional manner.
• Demonstrates the ability and temperament to work with sensitive information.
• Team player exhibits a team-oriented experience and collaborative approach.
• Service focus - dedicated to meeting the expectations of the President, Cabinet and Board of Trustees by maintaining effective relationships.
• Visionary thinker with a proactive approach to solving complex problems with a sense of urgency to situations and events that require quick response or turnaround.
• Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred.
• Expert proficiency with Microsoft Office Suite and ability to design and edit graphic presentations and materials.
• Excellent verbal and written communication and time management skills; proven ability to meet deadlines. Makes appropriate, informed decisions regarding priorities and available time.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and other external partners.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Ability to function well in a high-paced environment and switch gears at a moments notice.
• Provides hospitality to all guests and help to create a welcoming environment; provide event management support as requested.
• Deep knowledge of Microsoft programs such as Word, Excel, PowerPoint, and Outlook.

Qualifications

Preferred Qualifications

• Experience as Administrative Assistant to high level executive preferred.
• Experience in higher education setting preferred.

Minimum Qualifications

• Bachelors degree in related field andfour years of increasingly responsible full-time administrative assistant/secretarial experience.
• Additional appropriate work experience may be substituted on a two-for-one year basis of education.
• Additional related education may be substituted on a two-for-one year basis for work experience.

Charleston Southern University is an Equal Opportunity Employer

This job description outlines the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.Employment at Charleston Southern University is on an at-will basis and participants in E-Verify to confirm employment eligibility as required by law.