Jakes Divinity School-Executive Assistant to President

The Executive Assistant to the President at Jakes Divinity School is responsible for the coordination and management of schedules, activities, and providing executive-level administrative support for the President in fulfilling responsibilities to provide overall leadership and administration of the institution.

The Executive Assistant to the President is responsible for providing comprehensive support to the President, serving as a liaison to the President’s Cabinet, academic partners, and managing the executive office operations. Reporting directly to the President, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.

This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high 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 and fast-paced role which requires the ability to handle a wide variety of activities and confidential matters with a high-level of professionalism and discretion.

Duties & Responsibilities:

• Performs complex and confidential administrative functions including developing and typing written correspondence. Responds to routine external correspondence.
• Manage the President’s calendar and independently schedules appointments
• Prepare agendas, invoices, reports, presentations, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software as requested by the President
• Screen incoming calls from staff, media, community and business leaders and correspondence and responds appropriately
• Prepare memorandums outlining and explaining communications procedures and policies to internal staff.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Open, sort, and distribute incoming correspondence, including postal mail, faxes, and email
• Coordinates the President’s travel arrangements, prepares background materials, and provides supporting documents for travel document preparation
• Develops and maintains positive relationships with academic partners, collaborating organizations, and multiple internal departments throughout
• Represent President in staff meetings and other functions when President is unable to attend
• Coordinates conference planning, luncheons, workshops, special projects, etc., to include arranging for facilities and caterers, issuing information or invitations, and coordinating speakers
• Assist with project and event coordination between the JDS Student Events and Engagement Coordinator and third-party vendors
• Submit requisitions for orders needed for JDS
• Interpret policies and procedures, making decisions on specific operating problems and issuing instructions
• Work closely with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Serve as a monitor creating a win-win situations for direct access to the President’s time and office. Conserve the President's time by reading, researching, collecting and analyzing information as needed, in advance
• Represent JDS and the Office of the President in a positive light through great follow-through skills and sound judgment.
• Welcome all guests by greeting them in a professional manner, in person or on the phone, answering or directing inquiries
• Other duties as assigned by the President
  
  

Basic Qualifications:

• Bachelor’s Degree in liberal arts, business administration or a related field from an accredited institution
• Minimum of five years of progressively responsible administrative assistance experience
  
  

Preferred Qualifications:

• Advanced skills in Microsoft office suite … Outlook, Word, Excel, Power Point and Access and Google Workspace
• Ability to plan, assign, and direct work
• Ability to effectively communicate with all levels of internal and external customers both written and verbally with a high degree of diplomacy
• Ability to work on a number of projects simultaneously and meet project deadlines while adapting to immediate demands
• Ability to arrange complex and detail travel plans and itineraries, compile documents for travel-related meetings, and accompany President when requested
• Experience with project management software (Asana, Jira, Monday, etc.)
• Highly collaborative and team-oriented
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities. Ability to anticipate needs
• Ability to research, organize and synthesize information and materials from multiple sources
• Strong business acumen and can decipher priorities and make sound judgment calls when needed
• Committed to excellence and performs duties at the highest level possible on a consistent basis
• Demonstrates ability and temperament to work with sensitive information
• Service focused and dedicated to meeting the expectations of the President and Cabinet by maintaining effective relationships
  
  

Benefits:

• 401(k)/ 401K matching
• Dental/Vision insurance
• Employee assistance program
• Flexible spending account
• Health/Life insurance
• Paid time off
• Tuition reimbursement
  
  

Schedule:

• 8-hour shift
• Monday to Friday
  
  

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship and without presenting a direct threat to the safety to the applicant or others.

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