What are the responsibilities and job description for the Executive Assistant to the President and Board Liaison position at Vance-Granville Community College?
Description
The Executive Assistant is responsible for performing the administrative duties essential to the efficient operation of the President’s Office and serves as the operational liaison to the VGCC Board of Trustees. This person must assume responsibility with limited supervision and must exercise initiative, confidentiality, independent judgment, and discretion in setting priorities and carrying out all assignments.
Reporting: This position reports to the College President.
The following list of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job. Individuals assigned to this job may be asked to perform other duties as required. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential duties and responsibilities of the job.
Essential Duties
Presidential Support Duties
- Promotes a professional and positive image of the College by receiving and responding to incoming telephone calls, emailed inquires, and visitors for the President; exercises judgment to refer inquiries to appropriate College offices and personnel as needed.
- Manages the President’s engagement calendar by scheduling appointments and meetings with internal and external stakeholders; determines and anticipates the needs of the President regarding upcoming meetings.
- Schedules and manages the President’s local, state, and national travel, including registration, hotel reservations, airline tickets, etc.; completes travel documentation for the President.
- Interact with the executive assistants of the North Carolina Community College Presidents Association and the North Carolina Association of Community College Trustees to facilitate the President’s service and responsibility to these associations.
- Supports the President by typing, editing, and generating the final copy of correspondence, reports, and other written documents (e.g. letters, Administrative Policy Manual, and travel forms); performs mail duties for the President’s Office.
- Assists the President by reviewing, monitoring, and approving leave hours for the President’s direct reports.
- Maintains the President’s Office filing system consistent with the VGCC Document Retention Policy; orders supplies.
- Prepares for Board of Trustees meetings by assembling materials, duplicating materials, and distributing them prior to bi-monthly Board meetings.
- Prepares Cabinet meeting agendas and minutes.
- Prepares guests and delegate invitation mailing lists for graduations, receptions, and other events.
- Revises and maintains the VGCC Organizational Chart.
- Assists with the preparation of the annual employee calendar.
- Provides support for large meetings such as annual Convocation, Town Halls, and legislative visits.
- Assists with scheduling caterers for college events and coordinating annual holiday events and mailings.
- Schedules the Building 1 Conference Room.
- Contributes to the College's overall success by performing other essential duties and responsibilities as assigned.
- Serve as recording secretary to the Board of Trustees by taking minutes and filing information related to Board meetings.
- Coordinate training and maintain required Board professional development records such as ethics and NCACCT orientation sessions.
- Make travel arrangements and complete travel documentation for the Board of Trustees.
- Communicate on behalf of the President to the Board of Trustees as requested.
- Perform other duties as assigned by the President.
Qualifications
Education and Experience Required:
- Associate degree in business, office administration, or related field. Bachelor's degree preferred.
- Three years of experience serving as the assistant for a senior administrator, executive officer, or high-level official; or, at least five years of increasingly responsible secretarial or administrative experience which must include extensive knowledge of general office procedures and evidence of independent judgement and decision making
- Demonstrated proficiency in the use of current software, including but not limited to, Microsoft Office Professional (Word, Excel, PowerPoint, and Outlook)
- Demonstrated ability to interact professionally with others, including members of public bodies such as boards, commissions, and unexpected guests.
A successful candidate will demonstrate effective:
- Organizational and interpersonal skills
- Communication skills, both written and verbal
- Reliability and dependability
- Personal integrity and the ability to maintain confidentiality
- Attention to detail
- Ability to complete projects with minimal supervision
- Skills to professionally engage with those of diverse cultural backgrounds
- Understanding of and commitment to the mission of community college
Physical Demands
- Light work that includes moving objects up to 25 pounds.
- Sedentary work that primarily involves sitting/standing.
