"Executive Assistant to the President"

Full Job Description

Community HigherEd is seeking an Executive Assistant to the President to provide administrative support to the President of our 3 college campuses (Community Care College, Clary Sage College, and Oklahoma Technical College).

A successful candidate will have a Bachelors degree in Business or a related field, or substantial work experience in an executive-level environment. Ability to work with a high level of integrity and keep all things confidential. Must be self-motivated, a team player, and deliver excellent customer service at all times. Experience with project management, planning events, budgeting, public relations/marketing, and maintaining an Executive's calendar and appointments is required. Strong technical skills, proficient in Microsoft Office and Google Suite with the ability to learn new software.

Full-time, Monday through Friday, with occasional evening/weekend events. Great benefits!

Skills/Abilities:

• Highly developed interpersonal skills and strong emotional intelligence.
• Must be a motivated and enthusiastic self-starter with the ability to work well under pressure
• Customer-service-oriented with strong interpersonal, oral, and written communication skills
• Strong organizational and project management skills
• Administrative experience with exceptional attention to detail
• Proficient with Google Suite and Microsoft Office, with the ability and willingness to learn new programs and systems as needed.

Duties/Responsibilities:

• Develop strategies and carry out routine office duties to achieve efficiency and effectiveness in the office of the president
• Develop and maintain efficient filing systems
• Handle confidential materials relevant to company business. Organize materials and data appropriately in both hard and electronic formats
• Engaging in internal and external communications on behalf of the President and those persons reporting to the President
• Preparing and maintaining various reports and manuals.
• Receiving, date stamping, and routing of mail as needed
• Answering, assisting, and directing phone calls as needed
• Copying and distribution of various materials
• Executing special projects as assigned
• Coordinate, collaborate, and work with other departments as needed
• Produce high-quality communications, oral and written, on behalf of the college and/or President as assigned
• Prepare reports, proposals, and other documents when necessary
• Manage projects that may include researching, typing, compiling data, and communicating with various individuals or departments to obtain appropriate information
• Interact daily with students (customers), management, vendors, and employees, ensuring the high quality standards and corporate values are portrayed on behalf of the college
• Assist the President, Department Heads, and other faculty members with various compliance issues
• Be present for all meetings relating to the Presidents office, such as retention, faculty, graduation etc., and must also participate in other committees as assigned, take minutes, and track attendance
• Organize and manage details of the three college campus functions as needed
• Make appointments and keep track of the Presidents calendar
• Create an environment of Excellence in Customer Service for students
• Act with the utmost decorum and professionalism at all times to reflect excellence in representing our president and school
• Be a liaison between the President and employees and students
• Participate in the planning and execution of campus events as needed

Project Management:

• Participate in the planning and execution of campus events as needed
• Creates and executes project work plans and revises as appropriate to meet changing needs and requirements
• Identifies resources needed and assigns individual responsibilities when needed
• Manages day-to-day operational aspects of a project and scope
• Review deliverables prepared by the team before passing them to the President
• Effectively applies the colleges methodology and enforces project standards
• Communicate with the President the status and timeline of projects
• Minimizes the companys exposure and risk on a project
• Ensures project documents are complete, current, and stored appropriately

Benefits:

• Health, Dental, Vision, Life Insurance
• Generous paid time off policy
• Paid holidays, Birthday, Bereavement, and Volunteer Day
• Internal Educational Assistance Program
• Professional Development
• 401k retirement plan and 4% match
• Free monthly student services at Clary Sage College and Community Care College

Required Skills/Abilities:

• Highly developed communication and interpersonal skills.
• Strong customer service skills
• Exceptional professionalism, situational awareness, and emotional intelligence.
• Excellent problem-solving skills.
• Strong technical skills; extremely proficient in Google Suite, MS Word, Excel, and other basic campus management software.
• Ability to work evenings and weekend hours, as required for occasional meetings and events.

Education and Experience:

• High school diploma or equivalent required.
• Bachelors degree in Business or related field or substantial work experience in an executive-level environment.
• Executive-level administrative expertise, including executive calendar management.
• Project management and event planning experience.
• Experience in a non-profit setting preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds at times.
• Ability to navigate to and around all areas of the college campuses.
• This position requires occasional travel between 3 local campuses within a 2-mile radius using a personal vehicle.