Senior Executive Assistant

Senior Executive Assistant - District Office

Primary Function

Perform executive-level administrative duties in support of the Office of the Chancellor, and the Board of Trustees. This role exercises initiative, judgment, discretion, attention to detail, diplomacy, confidentiality, and the ability to manage competing priorities in a fast-paced environment with strict deadlines.

Uphold the public image of the Chancellor’s office, maintain confidentiality and foster positive relationships within the College and with external organizations, school district’s, other Colleges, and officials at various governmental levels.

Essential Job Functions

• Manage Chancellor’s schedule and coordinate details for all meetings and functions. Prepare meeting materials, records/distributes minutes, and track decision/action items. Receive and maintain all incoming meeting requests. Track requests to ensure they are responded to in a timely manner. Attend meetings with the Chancellor as needed.
• Receive guests, answer phones and serve as initial point of contact for the Chancellor’s office. Redirect calls to the Chancellor and/or appropriate administrators as pertinent. Ensure all phone calls are answered during normal business hours and all voice messages are responded to promptly.
• Coordinate all travel and conference arrangements for the Chancellor and Board as required. Prepare reimbursement and travel expense reports for the Chancellor, members of the Board of Trustees, and others as needed, in a timely manner.
• Draft correspondence and communications on behalf of the Chancellor to employees, Board members, community members, and other constituents. Compose, edit, prepare and distribute mailings, correspondence, memoranda and reports, as required. Assist with proofing and editing of College-wide communications as needed.
• Work with the Sr. Administrative Assistant to ensure all financial transactions made through the Chancellor’s office are recorded properly, including: requisitions, and purchasing card transactions. Process reimbursements and deposits for the Chancellor in a timely manner. Assist the Manager, Executive Operations, in budget development. Track and reconcile all financial transactions made by the Chancellor’s office.
• Assist with preparation of materials for Strategic Leadership Team meetings, in conjunction
• with the Manager, Executive Operations for the Chancellor and Board of Trustees. Provide assistance and attend meetings as back-up in the absence of the Manager, Executive Operations as determined by the Chancellor.
• Coordinate Chancellor’s Advisory Council(s) including managing communications, logistics, prep meetings, minute-taking, and handout preparation/distribution.
• Assist the Manager, Executive Operations for the Chancellor and Board of Trustees with the preparation of agendas, logistical details, reviewing and editing documents, minute-taking and presentation materials for the monthly College Board of Trustees workshops and meetings. Attend all Board Meetings to welcome guests and assist the Trustees as required. Assist as a back-up for Board related meetings as needed. Assist with coordination of live-streaming requirements with ITS Department and other impacted personnel.
• Manage the Chancellor’s speaking engagements including coordination with the Chancellor, marketing, Manager, Executive Operations, and other departments as needed. Draft presentations and review and edit speaking points. Attend events to assist with set-up as needed.
• Attend high-profile and other College events as needed. Serve as main point of contact for Elected Official check-in at events. Attend preparation and debriefing meetings with marketing after events to provide feedback. Attend and provide documentation for monthly events meetings with marketing.
• Sort and process all incoming mail in a timely manner. Prioritize mail that needs reviewed by the Manager, Executive Operations for the Chancellor and Board of Trustees and/or the Chancellor.
• Secure all arrangements necessary for meetings and events on and off campus hosted by the office of the Chancellor and in supporting meetings and events requested by outside parties as needed, including but not limited to room reservations, attending prep meetings/walkthroughs, parking, catering, entertainment, media, custodial requirements, maintenance requests, expenditures, travel arrangements, etc. Flexibility to work outside of regular business hours or other peak periods to provide assistance as needed in representing the office of the Chancellor.
• Serve as point of contact for Senior Administrative Assistant when assistance or training is needed.
• Manage and review accurate contact lists to be used for Chancellor’s holiday cards and event invites.
  
  

Additional Job Functions

• Maintain and organize files for the office of the Chancellor.
• Prepare written and electronic correspondence. Record and prepare minutes of all designated meetings.
• Coordinate conference calls and video conferencing.
• Other duties as assigned.
  
  

Knowledge, Skills And Abilities

• Safeguard sensitive and confidential information.
• Must be detail oriented, work with minimum supervision, and be able to multi-task in a fast-paced work environment.
• Must be a self-starter, quick learner, and have the ability to be flexible depending on the circumstances.
• Excellent public relation skills required. Ability to listen to and communicate effectively with individuals from all backgrounds.
• Establish and maintain effective working relationships.
• Advanced skill level in Microsoft Office (Outlook, Word, Excel, PowerPoint and Teams).
• Excellent oral and written communication skills utilizing good business vocabulary and concise presentation.
• Ability to interact with senior management and all levels of internal management and leadership as well as community members.
  
  

Required Education

• Associate’s Degree or equivalent coursework
  
  

Required Experience

• Five (5) years of office, clerical, or administrative support experience including two (2) years at an executive assistant level; or an equivalent combination of education and experience to successfully perform the essential duties of the job.
  
  

Preferred Education

• Associate’s Degree in Business, Office Administration, or related field
  
  

Preferred Experience

• Above requirements plus two (2) or more years in a higher education environment. One (1) year of Ellucian Banner ERP experience.
  
  

Preferred Licenses/Certifications

• Microsoft Office Certified Professional
  
  

Note: The duties of this position require a physical presence at the assigned on-site work location during unrestricted operations with very limited or no opportunity for remote work arrangements.

Salary Grade: 111

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req5632

Posting Close Date: 2/14/2025 at 6 pm CST