Executive Assistant to the President and Board of Trustees (Re-advertised)
Company: Guilford Technical Community College
Location: Jamestown
Posted on: April 9, 2021
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Job Description:
#RPMThis position provides administrative support to the
President and the Board of Trustees in accomplishing the
administrative functions of the college. This person must assume
responsibility with limited supervision and must exercise
initiative, independent judgement and discretion in setting
priorities and carrying out all assignments. This individual must
be able to interact effectively with students, faculty, staff, the
Board of Trustees and various levels of public sector contacts for
the College. These interactions require good judgement, diplomacy,
and tact. A sense of cooperation, cohesiveness, and teamwork needs
to be fostered to allow the Presidents Office to run effectively on
a day-to-day basis. Performs other duties as assigned by the
President and Board of Trustees.Duties/Functions Duties related to
secretarial support for the PresidentMaintain the Presidents
calendarSchedule appointments and meetingsPromote positive public
relations for the college as well as the office of the
PresidentMonitor/distribute mailDirect the Management of Vending
Fund codingPrepare presentation materials for the PresidentDirect
the Processing of Professional Services Agreements, invoices,
requisitionsCoordinate all travel plans for the President and
process all travel advance/reimbursement formsCompose
correspondence, memorandaServe as a liaison to other staff
membersProactively identify matters that require the Presidents
attentionProactively initiate appropriate correspondence from the
President to community partnersPrepare agenda, record and maintain
minutes for weekly College Leadership Team meetings, and monthly
Presidents Council meetingsEnsure that all documents that require
the Presidents signature are signed and returned to the proper
personEnsure files for the Presidents office are accessible,
archived, retained and disposed of according to established
practices and schedulesAnswer phone, relay messages to appropriate
personnelDirect and coordinate required procedures to ensure
effective operation of the Presidents officeSpecial ProjectsServe
on Graduation CommitteeCoordinate college meetings, receptions, and
conferencesAssist with off-campus requests in the coordination of
meetings, conferencesTroubleshoot for faculty, staff, students, and
public sector when they run into roadblocks regarding college
policy and procedures.Maintain GTCC organization charts on a
semi-annual basisDuties related to support for the Board of
Trustees and College related entitiesServe as Recording Secretary
to the GTCC Innovative Resources Corporation (GIRC) and GTCC
Corporation for Commerce & Creativity (GC3)Serve as Liaison and
Recording Secretary to the Board of TrusteesRecord, maintain, and
archive materials and minutes for Curriculum, Personnel & Policy
Committee, Finance and Facilities Committee, Board Meetings, and
Board RetreatsDevelop calendar and posted notices for Board of
Trustees meetingsAssist with preparation of agenda and meeting
materials for committee and Board meetings and distribution to
Board members, media, and designated college personnelPrepare
materials and attend all Committee and Board meetingsCoordinate and
plan all functions for the Fall and Spring Board Work Sessions with
Board members and college staffTrack and facilitate statutory
obligations and reporting requirements of the Board of
TrusteesEnsure that all documents that require the Board Chairs
signature are signed and returned to the proper personMaintain
current list of Trustees and their mailing address and phone
numbersCoordinate all travel plans for the Board of TrusteesProcess
all travel advance/ reimbursement forms for trusteesMaintain all
files for trusteesAssist trustees with special projectsSchedule the
use of the Board RoomAs needed, act as liaison between the
President and students, faculty, staff, Board of Trustees, business
and government officials, and the general publicPerform
confidential and other duties as assigned by the President and
Board of TrusteesDemonstrate and model the colleges employability
skills: adaptability, communication, information processing,
problem solving, responsibility and teamworkDifficult Challenges
Office coverage the Office of the President cannot go unattendedThe
Presidents growing responsibilitiesDealing with student
complaintsContacts Daily: Board member requestsDaily: Student
complaintsDaily: GTCC employees re: requests or suggestionsDaily:
GTCC Foundation, Marketing, and Public Information re: events,
accreditingWeekly: Community members re: organization
chartsSemi-annual: Human Resources re: organization chartsEducation
Required Bachelors or 10 plus years of relevant experience or
equivalent combination of education and experienceNotary Public
License or attain a license within 3 months of employmentEducation
Preferred Experience Required 5 years administrative support
experience2 years board liaison or event planning
experienceExperience Preferred 5 plus years administrative support
to a CEO or senior administratorKSA Required Ability to work
independently with limited supervision, organize multiple
priorities and deadlines, and work efficiently and calmly under
pressureProficient computer skills. Ability to handle documents and
files, creating, correcting, formatting. Communications via e-mail.
Work experience with word processing, database, spreadsheet,
presentation and communications software. Willingness to be
continually updated in these skills.Ability to compose documents,
using correct grammar and punctuation.Accuracy and attention to
detail is a mustStrong organizational skills and deadline
managementAbility to organize and maintain files for ready
accessMust be flexible and punctualMust be able to handle extremely
confidential informationMust be willing to work flexible schedules
as needed. Will be in constant contact with public at all timesNeat
and organized in personal work spaceStrong interpersonal skills,
including tact and the ability to listen wellKSA Preferred
Knowledge of NC Community College regulations, and knowledge of
GTCCs internal structure and organizationFamiliarity with NC Public
Meeting LawAbility to utilize creditable sources to research
statutes and codes of governanceDepartment/Job Specific
Requirements The following (compliance) training is required and
must be completed within the first 30 days of hire with annual
refresher training thereafter:EthicsSafety/Shooter on
CampusPersonal Information Protection Training
(PIP)Anti-Discrimination/Harassment & Title IXOther training may be
required as determined applicable.Physical Demands Physical
Activity: Primarily sittingEnvironmental Hazard(s): Lifting: Other:
Criminal Background ChecksPosting Type Staff recblid
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Keywords: Guilford Technical Community College, High Point , Executive Assistant to the President and Board of Trustees (Re-advertised), Executive , Jamestown, North Carolina
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