Executive Assistant to the President - Saint Paul, United States - Bethel University

Description

Executive Assistant to the President

ID



Category

President's Office

Type

Full-Time

Months per year

12

Hours per week

40

Min

USD $45,000.00/Yr.

Max

USD $60,000.00/Yr.

Benefit Eligible

Benefit Eligible

FLSA Status

Exempt

Office Location

3900

Location

St. Paul, Minnesota

Workplace

Onsite

Job Summary

We plan to close this position to new applicants on May 10th.

Reporting directly to the President and Chief of Staff, the Executive Assistant serves as the primary point of contact for internal and external constituents on all matters pertaining to the Office of the President. They serve as a key liaison between the Board of Trustees and the senior leadership (the Cabinet). Ensures the most effective utilization of the President's time and priorities by providing strategic and sophisticated management of the President's calendar, travel, and meeting schedule. The Executive Assistant will oversee special projects, assigned by the President, to enhance the leadership's effectiveness. This role will require exercising sound judgment in a variety of unique, occasionally challenging situations, handling each in a way that represents the University well and also with confidentiality and discretion. The Executive Assistant will need to periodically assess and address competing requests with judgment, accuracy, and diligence, again with confidentiality and professionalism. They must be confident working independently and maintain a calm presence even while under pressure.

Responsibilities

Manages the Office of the President - Addresses a variety of time-sensitive, some highly confidential, high priority responsibilities on behalf of the President and Chief of Staff, including but not limited to:

Manage complex Presidential meetings and schedules.
• Coordinate meetings and conferences.
• Maintain and monitor an annual calendar of events, actions, meetings and deadlines related to the Office of the President.
• Uses judgment to make recommendations to ensure smooth day-to-day engagements.
• Prepare the President well, (e.g, with pre-reads and talking points linked to the calendar invitation).
• Coordinate and organize the day-to-day operations of the Office of the President while providing a professional, kind and welcoming environment.
• Manage incoming calls, including triage of complaint or concerns.
• Research, prioritize and follow up on incoming issues and concerns addressed to the President and suggest an appropriate course of action referral or response, including to those of sensitive or confidential nature.
• Engage and communicate with external and internal constituents on behalf of the President on various sensitive issues, including the Board of Trustees.
• Compose, format, and edit correspondence, reports, and other material, that are sometimes confidential and edit and complete first drafts for written communications to external stakeholders.
• Manage the President's email, taking proactive action, delegating appropriate items and determining the level of presidential involvement.
• Provide direction to the Conference and Events Services team for special events sponsored by the Office of the President.
• As needed, supervise student workers.
• Manage the president's communication with the Board of Trustees (using OnBoard portal), together with VP Advancement administrator.
• Manage the budget and related funds of the office and coordinate monthly budget summaries.

Cabinet Liaison and Project Support

• In coordination with the Chief of Staff, support the president's senior leadership team (Cabinet) meetings.
• Work with the Chief of Staff to ensure execution of Cabinet key initiatives.
• In collaboration with the Advancement team and HR, help coordinate donor visits and other key internal gatherings.

Board of Trustees Support and Liaison

• Serve as the President's administrative liaison to the Board of Trustees, maintaining discretion and confidentiality while ensuring effective engagement (e.g., collaboration on 3/year board meetings and instructions to Cabinet liaisons to various committees).
• Work with Cabinet members, the Office of Conference Events and Services, and the Board chair to implement highly effective approaches to Board of Trustee meetings.
• In collaboration with the VP Advancement administrator, ensure Board of Trustees meeting logistics and travel are well organized; minutes are kept and other materials are maintained and distributed confidentially, including policies and actions items.

Other duties as assigned.

Required Skills

• Analyze situations accurately and confidently adopt a course of action.
• Ability to interact effectively with tact, diplomacy, initiative, and discretion with a wide variety of internal and external individuals.
• Ability to work in a fast-paced, executive-level environment with a high degree of confidentiality, employing effective organization, time management, and prioritization skills.
• Independently compose difficult correspondence and reports; independently make decisions and solve problems.
• Ability to interpret data and assemble reports; compose and edit correspondence.
• Demonstrated commitment to identifying and implementing solutions (e.g., tools and techniques) to optimize the team's effectiveness.
• Proficiency with the Microsoft Office suite and Google Suite; proficiency or proven ability to learn key systems (e.g., OnBoard and Banner).
• Self-motivated and able to work independently on highly complex tasks.
• Strong written and verbal communication skills.

Experience

Required Experience:

• 5+ years of progressively responsible experience in an office setting.

Preferred Experience:

• 5+ years of experience supporting C-Level executives.
• 2+ years of experience working in higher education or non-profit.

Education

Required Education:

• Bachelor's degree.

Preferred Education:

• Master's degree.

Additional Information

• Must be able to work at a computer in a sitting position for extended periods of time.
• Must be able to traverse the campus.
• Additional hours, including occasion evenings and weekends may be required.
• Flexibility, particularly during the summer, might be an option.

Bethel seeks to recruit, retain, develop, and support a diverse workforce who contributes to our educational and Christ-centered mission. Bethel encourages candidates to apply who can assist the University to develop a faculty that reflects the diversity of people in God's kingdom through a variety of ethnicities, cultures, and lived experiences.

Learn more about our commitment to diversity in hiring .

Bethel University is a leader in Christ-centered higher education with approximately 6,300 students from 48 states and 32 countries enrolled in undergraduate, graduate, seminary, and adult education programs. Based in St. Paul, Minnesota, Bethel offers bachelor's and advanced degrees in nearly 100 fields. Educationally excellent classroom-based and online programs equip graduates to make exceptional contributions in life-long service to God and the world.

Bethel employs qualified individuals regardless of race, color, national origin, sex, disability, age, marital status, veteran status, familial status, and status with regard to public assistance. Individuals must be able to perform the essential functions of the position with or without reasonable accommodations.

#LI-Onsite

Bethel seeks to recruit, retain, develop, and support a diverse workforce who contributes to our educational and Christ-centered mission. Bethel encourages candidates to apply who can assist the University to develop a faculty that reflects the diversity of people in God's kingdom through a variety of ethnicities, cultures, and lived experiences.

Learn more about our commitment to diversity in hiring .

Bethel University is a leader in Christ-centered higher education with approximately 6,300 students from 48 states and 32 countries enrolled in undergraduate, graduate, seminary, and adult education programs. Based in St. Paul, Minnesota, Bethel offers bachelor's and advanced degrees in nearly 100 fields. Educationally excellent classroom-based and online programs equip graduates to make exceptional contributions in life-long service to God and the world.

Bethel employs qualified individuals regardless of race, color, national origin, sex, disability, age, marital status, genetic information, veteran status, familial status, and status with regard to public assistance. Individuals must be able to perform the essential functions of the position with or without reasonable accommodations.