Senior Executive Assistant to the President Job at Washburn University
- President
- Staff Full-time
Department: President's Office
Advertised Pay: Competitive Rate of Pay
Location: Washburn University
The screening committee will review all eligible applications submitted by March 18, 2023
Position Summary: Reporting to the Special Assistant to the President, the Senior Executive Assistant to the President, (SEA) provides confidential administrative support to the President of the University and exercises initiative and independent judgment regarding matters related to the office. The SEA has recurring contact with members of the Board of Regents, senior Assistants, executives, public and private officials, the media, faculty, staff, and students. This role is responsible for the management of the day-to-day operations of the Office of the President, ensuring key operational and administrative functions are carried out successfully.
The SEA effectively manages the Office of the President’s functions using a combination of highly-effective project management, administrative, operational, and executive support skills while successfully accommodating shifting priorities in a fast-paced environment. The SEA assists the President with operational and administrative details by performing key administrative functions. The SEA will have thorough knowledge and experience working with organizational policies, procedures, and operations, along with an understanding of the University’s role within the community.
The Senior Executive Assistant is an extension of the Office of the President and must display the highest level of professionalism and confidentiality with the ability to demonstrate tact, calm, diplomacy, and problem-solving skills with a customer service mindset. The SEA is responsible for committing to and exemplifying Washburn’s core values.
The SEA’s responsibilities include but are not limited to the following:
- Plans, directs, and coordinates a professional team approach to facilitate the successful daily operations of the Office of the President.
- Coordinates and facilitates the efficient utilization of the President’s time by managing the President’s complex calendar of appointments, meetings, social engagements, and University and community functions through the appropriate software program. This entails substantial knowledge of the President’s preferences and requires determining, in consultation with the supervisor, which inquiries should be addressed by the President and which should be deferred to someone else, evaluating the time needed to complete appointments or tasks, anticipating time commitments for future projects requiring the President’s review and work time, and understanding the sensitivity associated with commitments to the President’s time. Monitors University, city, and state meetings and events that may require the President’s attendance.
- Organizes successful meetings hosted by the President including executive staff meetings. Coordinates call for agenda items, creation of agenda, recording of minutes, follow-up, record maintenance, gathering and distributing materials, maintaining a list of, and following up on action items, and ensuring appropriate rooms and technology are reserved for use.
- Facilitates successful events hosted by the Office of the President with the Alumni Association and Foundation, Athletics, Public Relations, and other areas. Meetings and events could include foreign dignitaries, special interest groups, legislators, community organizations, etc.
- Assists with the development and management of the budgets and expenditures for accounts controlled by the Office of the President and President.
- Gathers information and drafts communications, routine correspondence, emails, memorandums, meeting minutes, briefings, remarks, and presentations for the President as requested and appropriate. Manages assigned email address(es). Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy with the highest attention to detail.
- Coordinates the flow of incoming and outgoing communications determining the next steps, and the appropriate person to respond. Reviews correspondence prepared by other offices for the President’s signature.
- Monitors the progress of a wide range of programs, initiatives, and activities for the President and the supervisor. Assesses progress on goals and priorities, follows up, and takes appropriate action to influence desired outcomes.
- Manages travel arrangements of the President and others as requested. Responsible for travel expense reimbursements, room sponsorships, and alcohol forms as delegated by the President following appropriate university policies and ensuring efficient workflow.
- Develops and implements processes for timely, responsive, and effective follow-up within the office, across campus and with external constituencies. May field complaints brought to the President’s Office. This may include working with the supervisor and campus departments to research a wide variety of issues and situations to resolve issues. Will answer questions or refer callers to others based on university policy and procedure.
- Manages emergent issues and facilitates resolution.
- Demonstrates the ability to establish and maintain cooperative relationships with those contacted in the course of work and responds to sensitive matters and situations with discretion, tact, and confidentiality.
- Promotes a positive and inclusive work environment that supports professional growth while fostering a commitment to service excellence. Responsible for setting the tone of professionalism, standards of performance, and cooperation among support staff fostering cooperative relationships between the President’s office and other entities across campus.
- Contributes to a working environment that is team-oriented, anticipatory, and supportive, and encourages constructive feedback on performance.
- Maintains high-profile decorum in the office in speech, demeanor, manners, and professional attire.
- Provides administrative support as needed to all members in the Office of the President and to the operations of the Board of Regents, as needed.
- Contributes to the overall success of the University by performing additional essential job-related duties and responsibilities as assigned or as appropriate.
- A bachelor's degree.
- Five or more years of relevant and progressively responsible administrative and project management work experience in a college or university, or a similarly complex public or private organization.
- Demonstrated ability to perform complex tasks, prioritize, and organize multiple projects with superior time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities.
- Demonstrated effective interpersonal and communication skills, with a precise command of grammar, punctuation, spelling, and the correct usage of the English language.
- Demonstrated ability to effectively research, compile, and synthesize information and draft suggested correspondence and presentations.
- Proven ability to interact and work effectively with a wide and diverse range of individuals and stakeholders at all levels of the University and across the community.
- Demonstrated ability to take initiative and identify, propose, and deploy systems to enhance organizational management.
- Proven ability to maintain confidentiality and demonstrate professionalism.
- Demonstrated proficiency in typical office technology and software programs, including presentation development. (e.g. Excel, Word, PowerPoint, Outlook, Adobe, Zoom, etc...)
Physical Requirements:
This is a full-time position with a regular schedule that corresponds to the University’s normal business hours. Due to the nature of the position and the work of the Office, work beyond regular hours (nights and weekends) will at times be necessary to meet the requirements of the position.
- A master’s degree.
- Familiarity with Ellucian preferred.
- Experience supporting an executive-level office.
Full-time Exempt, Mon-Fri
Background Check Required
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