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

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

Company: Guilford Technical Community College

Job description: #RPM

This 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 related to secretarial support for the President

Maintain the Presidents calendar
Schedule appointments and meetings
Promote positive public relations for the college as well as the office of the President
Monitor/distribute mail
Direct the Management of Vending Fund coding
Prepare presentation materials for the President
Direct the Processing of Professional Services Agreements, invoices, requisitions
Coordinate all travel plans for the President and process all travel advance/reimbursement forms
Compose correspondence, memoranda
Serve as a liaison to other staff members
Proactively identify matters that require the Presidents attention
Proactively initiate appropriate correspondence from the President to community partners
Prepare agenda, record and maintain minutes for weekly College Leadership Team meetings, and monthly Presidents Council meetings
Ensure that all documents that require the Presidents signature are signed and returned to the proper person
Ensure files for the Presidents office are accessible, archived, retained and disposed of according to established practices and schedules
Answer phone, relay messages to appropriate personnel
Direct and coordinate required procedures to ensure effective operation of the Presidents office

Special Projects

Serve on Graduation Committee
Coordinate college meetings, receptions, and conferences
Assist with off-campus requests in the coordination of meetings, conferences
Troubleshoot 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 basis

Duties related to support for the Board of Trustees and College related entities

Serve 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 Trustees
Record, maintain, and archive materials and minutes for Curriculum, Personnel & Policy Committee, Finance and Facilities Committee, Board Meetings, and Board Retreats
Develop calendar and posted notices for Board of Trustees meetings
Assist with preparation of agenda and meeting materials for committee and Board meetings and distribution to Board members, media, and designated college personnel
Prepare materials and attend all Committee and Board meetings
Coordinate and plan all functions for the Fall and Spring Board Work Sessions with Board members and college staff
Track and facilitate statutory obligations and reporting requirements of the Board of Trustees
Ensure that all documents that require the Board Chairs signature are signed and returned to the proper person
Maintain current list of Trustees and their mailing address and phone numbers
Coordinate all travel plans for the Board of Trustees
Process all travel advance/ reimbursement forms for trustees
Maintain all files for trustees
Assist trustees with special projects
Schedule the use of the Board Room
As needed, act as liaison between the President and students, faculty, staff, Board of Trustees, business and government officials, and the general public

Perform confidential and other duties as assigned by the President and Board of Trustees

Demonstrate and model the colleges employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork
Difficult Challenges

Office coverage the Office of the President cannot go unattended

The Presidents growing responsibilities

Dealing with student complaints

Daily: Board member requests
Daily: Student complaints
Daily: GTCC employees re: requests or suggestions
Daily: GTCC Foundation, Marketing, and Public Information re: events, accrediting
Weekly: Community members re: organization charts
Semi-annual: Human Resources re: organization charts
Education Required

Bachelors or 10 plus years of relevant experience or equivalent combination of education and experience
Notary Public License or attain a license within 3 months of employment
Education Preferred
Experience Required

5 years administrative support experience
2 years board liaison or event planning experience
Experience Preferred

5 plus years administrative support to a CEO or senior administrator
KSA Required

Ability to work independently with limited supervision, organize multiple priorities and deadlines, and work efficiently and calmly under pressure
Proficient 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 must
Strong organizational skills and deadline management
Ability to organize and maintain files for ready access
Must be flexible and punctual
Must be able to handle extremely confidential information
Must be willing to work flexible schedules as needed. Will be in constant contact with public at all times
Neat and organized in personal work space
Strong interpersonal skills, including tact and the ability to listen well
KSA Preferred

Knowledge of NC Community College regulations, and knowledge of GTCCs internal structure and organization
Familiarity with NC Public Meeting Law
Ability to utilize creditable sources to research statutes and codes of governance
Department/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:

Safety/Shooter on Campus
Personal Information Protection Training (PIP)
Anti-Discrimination/Harassment & Title IX
Other training may be required as determined applicable.
Physical Demands

Physical Activity: Primarily sitting
Environmental Hazard(s): <15%
Lifting: <=20lbs.
Other: Criminal Background Checks
Posting Type Staff

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Expected salary:

Location: Jamestown, NC

Job date: Thu, 11 Mar 2021 08:21:42 GMT

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