Executive Administrative Assistant to the President
January 31, 2019
Office of the President
Reporting directly to the President, the Executive Assistant to the President (Brooklyn Campus) provides executive, administrative, and development support to the President and Board of Trustees, as well as the President’s Cabinet. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President. The Executive Assistant serves as a liaison to the Board and senior management teams; organizes and coordinates executive outreach and external relations efforts. Some of the responsibilities listed below will be shared with the Executive Administrative Assistant at the College’s Patchogue campus.
- Assists the President with daily administrative duties and completes a broad variety of administrative tasks that include managing an active and fluid calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
- Communicates with the College community on the President’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Cabinet.
- Communicates directly and on behalf of the President with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed. (See Board Support.)
- Drafts reports, spreadsheets, letters of solicitation, proposals; prepares and coordinates oral and written communication with Trustees and the Cabinet.
- Supports President in his external commitments related to and including service on external boards, committees and other groups.
Board Support and Liaison:
Serves as the President’s administrative liaison to the Board of Trustees and manages Board activities, which include coordinating Board meetings and dinners; Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials.
Coordinates Trustee Committee meetings, maintains confidential files and contact information; coordinates conferences and committees both on and off site to support the President’s agenda.
Assists in coordinating the agenda of Cabinet meetings. Prepares an account of the meetings and designates and follows up on assigned action items when necessary.
- Performs all other duties as assigned.
- Provide assistance as needed to front desk operations to include but is not limited to, answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.
- Position reports to the President and works directly with the Board of Trustees.
- Works directly with the Board Executive and Finance Committees.
- Works directly with senior level staff and HR both internally and externally.
Experience & Education
- Bachelor’s degree or equivalent experience with social sciences background and an interest in national and global issues.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Five to ten years providing support for upper-level management in a related organization (i.e., population, social sciences, public health).
Skills & Abilities
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
- Proficiency in Windows, including MS Word, EXCEL and PowerPoint as well as the google suite, sheets, documents and mail. Fundraising data management systems knowledge helpful.
- Ability to learn new software such as Doodle polls and board portal software.
- Ability to conduct research and present data in a succinct and well-written manner.
- Ability to work independently, is a self-starter, and exhibits professional discretion.
- Excellent communication skills; speaking, writing, editing, grammatical, organizational, and research skills.
- College/University executive office protocol experience preferred.
- Ability to work with a broad range of people including donors, Board members, staff, faculty, colleagues of the president, and others.
- Excellent management, time-management, and problem-solving skills.
All resumes are to be sent to the attention of D’adra Crump, Executive Director of Human Resources at [email protected].
St. Joseph's College is an Equal Opportunity Employer M/F/D/V/SO.