Executive Assistant to the President and Board of Trustees (Re-advertised)

Company: Guilford Technical Community College
Location: Jamestown
Posted on: May 4, 2021

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 q64id34cq8z4m0begtavtyni01aks2

Keywords: Guilford Technical Community College, High Point , Executive Assistant to the President and Board of Trustees (Re-advertised), Executive , Jamestown, North Carolina