Executive Assistant to the President

$50,710 - $50,710/Yr

The Metropolitan Community College Foundation - Omaha, NE

Full-time - Mid Level

Omaha, NE

About the position

The Executive Assistant to the President at Metropolitan Community College provides high-level administrative support to the College President, the Board of Governors, and other executives within the President's Office. This role encompasses a wide range of responsibilities, from managing complex schedules to coordinating meetings and events. The Executive Assistant is tasked with answering incoming calls, relaying requests for action or information, and managing the President's calendar, ensuring that all appointments and meetings are organized efficiently. Additionally, the position involves drafting, sending, and filing correspondence on behalf of the President and other executives, as well as proofreading documents for grammatical accuracy and completeness. In this role, the Executive Assistant will also manage travel arrangements for the President's Office team and Board members, including the preparation of travel forms and reconciliation of expenses. The position requires monitoring assigned budget cost centers and advising on annual budget inputs. The Executive Assistant will assist with routine administrative approvals, such as position requests and leave requests, and will direct the handling of student and community concerns, requests, and complaints. Maintaining filing systems and official archives is also a critical function of this role, along with managing the President's Office web pages and files. The Executive Assistant will provide support for the operations of the MCC Board of Governors, coordinating all aspects of meeting packets, serving as the Recording Secretary, and maintaining official records of Board documents. This includes managing communication with Board members and coordinating board gatherings. The role also involves serving as the office coordinator for the President's Suite, overseeing hospitality functions for meetings, and managing office supplies and equipment. The ideal candidate will possess a strong understanding of the mission and role of community colleges, along with proficient skills in managing executive calendars and organizing projects. Excellent communication and customer service skills are essential, as is the ability to maintain confidentiality and professionalism in all interactions. The Executive Assistant will also be expected to work additional hours beyond the regular schedule, including evenings and weekends, as needed.

Responsibilities

• Provides executive support to the College President, the Board of Governors, and other executive staff within the President's Office.
• Answers incoming calls and relays requests for action or information to appropriate parties.
• Manages calendar and events for the President including meeting coordination.
• Drafts, sends, and/or files correspondence including emails on behalf of the President and other executives within the President's Office.
• Proofreads work for grammatical construction, completeness, and accuracy.
• Manages all travel forms and arrangements for President's Office team and Board members.
• Arranges purchases using the President's Office procurement card; reconciles monthly.
• Monitors assigned budget cost centers and advises annual budget input.
• Assists with routine administrative approvals, e.g., position requests and leave requests on behalf of the President.
• Directs appropriate handling of student and community concerns, requests, and complaints.
• Manages filing systems and official archives.
• Maintains reference documentation and cross-training to ensure system continuity.
• Maintains Office and other assigned web pages.
• Maintains President's Office files including notes, correspondence, and project records.
• Coordinates all aspects of Board of Governors' meeting packets from agenda preparation to content compilation, distribution, and documentation.
• Serves as Recording Secretary; records the votes and minutes of all Board of Governors meetings, committee meetings, and workshops.
• Maintains official record of Board documents and the Board of Governors website.
• Maintains Board of Governors policies, orientation manuals, recurring item list, and other organizational systems and artifacts.
• Works with legal counsel to coordinate and manage Board election documentation.
• Coordinates board gatherings, such as holiday events, college events, or site tours.
• Manages communication with Board of Governors members, including email, texting, and phone calls as necessary to keep the Board informed and in response to their queries.
• Prepares meeting information and performs hospitality functions for meetings when needed.
• Welcomes guests and colleagues.
• Oversees management of office and kitchen supplies, including general maintenance of office machines.
• Works with legal counsel to ensure that all College and Board policies and procedures are adhered to in the President's Office and by the Board of Governors.
• Serves on committees and task forces as deemed appropriate.
• Consistently and dependably attends work, activities, and functions as scheduled or assigned.

Requirements

• Associate degree in a related field with four (4) years of full-time experience supporting an executive office.
• Proficient knowledge working with executive calendars, keeping and adhering to communication protocols.
• Proficient knowledge planning and organizing projects and events.
• Proficient computer skills with the ability to learn new software.
• Proficient with Microsoft Office Suite and other college supported systems.
• Excellent communication skills including active listening.
• Excellent customer service skills.
• Excellent organizational skills and attention to detail.
• Troubleshooting and proactive problem-solving skills.
• Ability to maintain a high level of confidentiality, tact, and respect at all times.
• Ability to work well with minimal supervision in a team-oriented environment.
• Ability to maintain professionalism, patience, and understanding in stressful situations.
• Ability to update webpages using online content management system.
• Ability to work additional hours beyond regular work schedule, including evenings and weekends.
• Ability to use and maintain basic office equipment, including printers and copiers.
• Ability to effectively work and interact with various cultures and ethnicities.

Nice-to-haves

• Experience in a higher education setting preferred.