Executive Assistant

JOB SUMMARY: The Executive Assistant to the President (EA) relieves the President of operational and administrative details and performs diverse, highly responsible, complex, and non-supervised administrative and office management functions.  The EA possesses a thorough knowledge of university policies, procedures, and operations and comprehends the value of the university and its role in the local, national, and international community. The EA has recurring contact with members of the Board of Trustees, senior administrators and executives, public and private officials, the media, students, faculty, and staff. The EA exercises initiative and independent judgment in managing the President’s schedule and the office’s activities, events, budgets, and projects. The EA provides direction to subordinate units and departments and represents the division in coordinating events, processes, and projects with major units of the university.  The EA maintains the highest level of discretion in the dissemination of information to faculty, students, staff, and the various publics served by the university.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Type, copy, and distribute the President’s communications to the Board of Trustees, alumni, administration, faculty, staff, students, and external entities.
2. Compose routine correspondence; type and maintain files of the President’s correspondence, particularly involving board matters and corporate documents.
3. Answer and screen telephone calls and/or emails and set appointments for the President.
4. Transcribe meeting minutes, particularly Cabinet and Board of Trustees meetings; prepare documents for distribution and maintain file structure.
5. Coordinate with the President and Provost in contacting selected speakers for commencement addresses for graduation ceremonies held three times per year, and coordinate with speakers as to travel and hotel needs, academic attire, and payment of honorarium and expenses.
6. Coordinate special event projects as assigned by the President (i.e., luncheons, receptions, and ceremonies for speakers, corporate contacts, and visiting dignitaries and guests).
7. Maintain various corporate documents’ non-profit registration with the State of Missouri, deeds to properties, titles to vehicles, stocks and certificates of investments, insurance policies for endowment, etc.
8. Make hotel and travel arrangements for the President’s office.  Coordinates all reimbursements and expense accounts for the President’s office, including the Board of Trustees.
9. Work with various civic organizations with which the President is involved and assist with various functions that these civic organizations may have, as directed by the President.
10. Follows up and maintains all Board of Trustees files as directed by the President and the Board of Trustees.
11. Cooperate with the President on all follow-up actions for the Board of Trustees, Cabinet, Leadership Council, Logan Student Government, and meetings with Division Heads and others as assigned.
12. Safeguards the confidentiality of university administration by exercising discretion in communicating information to faculty, students, staff, and the various publics served by the university and in handling administrative records, files, and similar confidential information.
13. Assists the President in oversight functions by reviewing, monitoring, and approving University personnel action forms and reviewing correspondence and documents prepared by other offices for the president’s signature.
14. Remain competent and current through self-directed professional learning, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the President.
15. Maintain current knowledge of all university policies and procedures.  Serve as a resource to the President and the university.
16. Participate in appropriate college and university ceremonies, programs, task forces, committees, and councils.
17. Contribute to the overall success of the University by performing other duties and responsibilities as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each principal duty satisfactorily.  The requirements listed below represent the knowledge, skills, and/or abilities required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience: Bachelor’s degree with a minimum of five years of increasingly responsible secretarial or administrative support experience is required, preferably in academia at the level of dean or above. Extensive knowledge of general office procedures and practices and responsibility for the direction and supervision of others is required. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred. An equivalent combination of years of experience and education may be considered as a substitute for the educational requirements.

Other Skills and Abilities: Excellent verbal, written, and communication skills are required, including the ability to communicate effectively in individual and group settings.  A precise command of grammar, punctuation, spelling, and the correct usage of the English language is required.  Attention to detail is critical. Adeptness at managing multiple projects while meeting timelines is required.  Advanced computer literacy is required, encompassing keyboarding ability and proficiency with Microsoft products including email/calendar, word processing, spreadsheets, and presentation software. Excellent organizational skills are required. Must be able to work independently, use initiative, and make substantive decisions quickly.

COMPETENCIES: To perform the job successfully, an individual should have organizational, interpersonal, and communication skills that allow them to remain poised in stressful situations.  The successful candidate will have exceptional skills at coordinating projects, maintaining confidentiality, prioritizing projects to meet deadlines, writing clearly and informatively, working with integrity and ethics, and always remaining friendly and helpful.  The ability to communicate effectively and diplomatically with all levels of the university and corporate constituencies, including the Board of Trustees, administration, faculty, staff, and students, is a must for this position.

JOB CONDITIONS: Successful service could result in an excess of a 40-hour week, as expected of exempt-status employees. The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and use hands and fingers to type on the computer and operate office equipment, handle files, documents, pens, pencils, etc.  The employee must be able to talk and hear to answer the telephone and communicate with others inside and outside the university. The employee is occasionally required to stand, walk, and reach with hands and arms to maintain files, set up events, and pick up mail from the mail room.  The employee must occasionally lift and/or move file boxes and office supplies weighing up to 10 pounds.  Specific vision abilities required by this job include close vision and color vision to use the computer to produce communications, correspondence, and invitations for events. Distance vision is needed to set up for events.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee would encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The work environment in this position is typical of a normal office environment. The noise level is usually moderate, and numerous interruptions are not uncommon.

INCLUSION: Logan University strives to be authentic, intentional, and strategic in the development of an inclusive and welcoming campus community. We acknowledge and respect the differences in human experience that shape and enrich education, healthcare, society, and our institution.

It is our expectation that all employees support the university's mission and vision and carry out their professional duties in accordance with Logan University's Values: Diversity, Empathy, Student First, Positive Attitude, Evidence-Informed, Character, and Teamwork.

Logan University does not discriminate on the basis of race, color, gender, religion, national origin, age, disability, sexual orientation, pregnancy, veteran status, genetic information, or any other basis prohibited by applicable law.  All Logan employees are expected to complete annual compliance training by assigned deadlines.

NOTE: This job description in no way states or implies that these are the only duties to be performed. The employee will be required to follow any other instructions and perform any other duties requested by his or her supervisor.