An Executive Assistant to the President of a university plays a crucial role in supporting the university’s leadership, ensuring the smooth operation of the president’s office, and facilitating communication within the institution. Here’s a breakdown of the key responsibilities and skills associated with this position :
Key Responsibilities :
Manage the president’s calendar, ensuring all meetings, appointments, and events are efficiently scheduled.
Prepare and organize documents, presentations, and reports for the president.Handle correspondence (email, phone, mail) and prioritize messages for the president.Coordinate travel arrangements and accommodations for the president and other senior leadership.Communication :Serve as a liaison between the president’s office and internal / external stakeholders.
Draft communications, speeches, and other materials on behalf of the president.Maintain confidentiality regarding sensitive matters and information.Meeting Coordination :Organize and prepare materials for board meetings, faculty meetings, and other strategic events.
Take and distribute meeting minutes as needed.Ensure follow-up on action items from meetings involving the president.Project Management :Oversee special projects and initiatives at the request of the president, including strategic planning, events, and key university activities.
Track progress, meet deadlines, and report back on outcomes.Event Coordination :Plan and execute university events, such as alumni gatherings, donor meetings, faculty / staff appreciation events, and public lectures involving the president.
Ensure the president’s involvement in university events aligns with their schedule.Budget and Resource Management :Assist with managing budgets for the president’s office.
Ensure resources are allocated efficiently and expenditures are tracked.Key Skills :
Organizational Skills : The ability to manage multiple tasks, handle complex schedules, and ensure that everything runs smoothly.Communication Skills : Strong written and verbal communication skills for drafting correspondence, reports, and presentations.Attention to Detail : The ability to review documents, take accurate minutes, and manage calendars without missing key details.Problem-Solving : Ability to anticipate issues and proactively solve problems to keep operations running efficiently.Discretion : Handling sensitive or confidential information with professionalism and confidentiality.Technology Proficiency : Familiarity with office software, scheduling tools, and communication platforms, like Microsoft Office Suite, Google Workspace, or similar tools.Relationship Building : Build strong relationships with faculty, staff, students, and external partners to ensure effective collaboration.Educational Background & Experience :
A degree in business administration, public administration, or a related field is often preferred.Experience in administrative support, especially in a higher education setting, is highly valued.Experience working with executive-level leadership and managing high-stakes situations.This role requires someone who is adaptable, professional, and capable of working in a fast-paced, dynamic environment, balancing both routine administrative tasks and more strategic responsibilities.
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