The Executive Administrative Assistant provides exceptional administrative support to the President and VP for Advancement in furthering the mission and vision of the College. The Assistant reports to the VP for Advancement and brings professionalism, creativity and strategy to their work while exercising discretion, tact, independent thinking and good judgement in service to the President and VP, and to our mission and values. The Executive Administrative Assistant and the executive office reception area are the first point of contact for visitors to the President/Vp’s offices. The Assistant is responsible for maintaining a professional environment at all times.
● Provide primary administrative support for the President and the VP, including: — 60%
○ Manage the executive calendars, schedule appointments, coordinate meetings, and maintain and update contact lists; attend and keep notes of internal meetings as requested; organize a system for managing on- and off-campus appointments that ensures adequate time for planning, preparation and follow up; provide
meeting preparation and materials; and, ensure that any timelines and deadlines are met.
○ Ensure all communications from internal and external audiences to and from the office are handled appropriately and with a sense of urgency. Track and draft responses from the president to emails and other correspondence, or forward to appropriate persons for response or action.
○ Arrange group and individual meetings with College constituents, board members, donors and community members, and professional events in coordination with other offices and the President’s personal calendar.
○ Assemble briefing materials and other documents or items needed for appointments and events.
○ Attend meetings with or on behalf of the president as required and track and assist with timely and accurate follow up from those and other meetings that the president attends, including producing notes, letters, and/or phone calls, as needed.
○ Represent the president’s office in a broad variety of settings and participates in administrative meetings that require input and/or coordination on matters related to the president, board and top level advisory councils.
○ Make conference, hotel and airline reservations for the Executive Office and visitors to the College.
○ Answer phones and greet visitors in the Executive Office in an engaging and responsive manner.
○ Anticipate next steps and proactively offer suggestions and initiate action as appropriate.
○ Collect & track reimbursable expenses and review/approve reimbursement forms for the president and VP.
○ With Advancement events staff, responsible for preparation around the College Cabinet meetings, including set up, making sure we select honorary degree recipients and commencement speakers and correspondence with those parties.
○ Schedule the Hammer Conference room.
● Provide administrative support for the College Board of Governors, including: — 15%
○ Serve as administrative liaison with Board of Governors, schedule and arrange board and committee meetings and events, reserve rooms, coordinate refreshments; distribute materials for Board of Governors and committee meetings including visual presentations; work with President and Board Chair to set meeting schedules, meeting agendas, and plan Board events.
○ Set up and break down for Board meetings and events, including coordinating catering of meals.
○ Drafts and reviews correspondence, presentations and reports for the President and Board Chair.
● Manage the Executive Office and run all aspects of department’s operations — 15%
○ Orient and supervise Executive Office staff and volunteers
○ Manage and update Executive Office and Board intranet sites.
○ Develop and maintain filing system, handle mail, purchase office supplies, and oversee general needs for the
effective functioning of the Executive Office.
○ Maintain an electronic filing system for important documents to be accessed.
● Promote and maintain the values of PNCA — 5%
○ Contribute toward a healthy, fair and inclusive work environment by promoting diversity and exercising teamwork and collaboration when working with diverse groups, donors, volunteer groups, and coworkers.
○ Contribute to the diversity of the college by bringing a perspective, way of thinking, and a unique set of experiences that expand the intellectual conversations and practices in the field.
● Other duties as assigned — 5%
● Minimum five years administrative experience with two years supporting an executive level employee
● Experience in non-profit higher education is beneficial but not required
● Excellent interpersonal and customer service skills and ability to maintain composure while under pressure
● Ability to handle sensitive and confidential matters with discretion and the highest degree of ethics and integrity
● Exceptional written and oral communication skills (a writing test will be administered to semi-final candidates)
● Excellent organizational skills (detailed oriented)
● Enthusiasm and sense of humor
● Proficiency with MS Word, Excel and PowerPoint, and with servers, web and social media. Mac and iPhone
proficiency a plus.
● Availability some evenings and weekends for events and meetings
● Valid driver’s license
BA, BFA or AA
Experience with database management a plus
● Ability to lift, carry, and set up a variety of materials including electronics, materials in boxes, and other meeting materials up to 20 pounds.
● Ability to pack, unpack and put away various materials.
● Standing, walking and bending in addition to sitting in front of a computer.
● Ability to access, research, read, review, enter and retrieve information from computer, hard copies and desktop
● Ability to give regular communications in person, writing, by email and by telephone