Executive Assistant to the President and Board of Trustees

Southwestern Community College - Sylva, NC

Full-time - Mid Level

Sylva, NC

Educational Services

About the position

The Executive Assistant to the President and Board of Trustees at Southwestern Community College plays a crucial role in providing comprehensive office management support to the College President and the Board of Trustees. This full-time, exempt position requires a high level of professionalism and the ability to manage multiple tasks efficiently. The Executive Assistant is responsible for maintaining control of and generating correspondence, reports, and documents that may impact various departments or college-wide projects. This role involves making recommendations to supervisory personnel regarding procedural improvements and informing college personnel about relevant procedures. The position demands advanced clerical and administrative skills, with significant decision-making responsibilities that the individual must be accountable for. In this role, the Executive Assistant will represent the President's Office by greeting and announcing visitors, scheduling appointments, and interacting with students, the public, and co-workers in a courteous and professional manner. The assistant will provide essential office assistance to the President, which includes processing incoming and outgoing mail, preparing correspondence, maintaining office records and filing systems, coordinating meeting arrangements, and managing the President's schedule and calendar. Additionally, the Executive Assistant will coordinate, arrange, and record Board of Trustee meetings, including quarterly meetings and committee meetings, ensuring that all necessary documentation and logistics are in place. The position also involves leading, planning, coordinating, and executing various college events sponsored by the College, the College President, and the Board of Trustees. This includes public college events, building dedications, and the annual holiday party. The Executive Assistant will be responsible for coordinating travel arrangements for the College President and the Board of Trustees, as well as assisting in the development and administration of the annual budgets for the President's Office and the Board of Trustees. This includes maintaining budget records for supplies, equipment, and travel expenses. Furthermore, the Executive Assistant will maintain sensitive and confidential files and records for the College, the President's Office, and the Board of Trustees. They will also review and maintain the By-Laws for the Board of Trustees and act as the ethics liaison for both the President and the Board. Additional responsibilities may include assisting the Human Resources Office with coordination of functions and events related to college personnel and serving on college committees as requested. Compliance with college policies and procedures is essential in this role.

Responsibilities

• Represent the President's Office by greeting and announcing visitors, scheduling appointments, and interacting with students, the public, and co-workers in a professional manner.
• Provide office assistance to the President, including processing mail, preparing correspondence, maintaining office records, coordinating meetings, and managing the President's schedule.
• Coordinate, arrange, and record Board of Trustee meetings, including quarterly and committee meetings.
• Provide office assistance to the Chairman of the Board of Trustees and other members as required.
• Lead, plan, coordinate, and execute college events sponsored by the College, the College President, and the Board of Trustees.
• Coordinate travel arrangements for the College President and the Board of Trustees.
• Assist in the development and administration of the annual budgets for the President's Office and the Board of Trustees.
• Maintain sensitive and confidential files and records for the College, the President's Office, and the Board of Trustees.
• Review and maintain the By-Laws for the Board of Trustees.
• Act as the ethics liaison for the President and the Board of Trustees.

Requirements

• Associate's degree in a related field or 3-5 years of Office Management experience.
• Demonstrable abilities in office/computer skills and independent decision-making.
• Excellent oral and written communication skills and organizational ability.
• Proficiency with Google and Microsoft Office Suites.
• Ability to maintain confidentiality and exercise good judgment and tact.
• Strong human relations skills.
• Knowledge of college policies and procedures, the North Carolina community college system, and relevant statutes.