Executive Assistant - Mays Landing, United States - Atlantic Cape Community College

Description

• Coordinates and prepares the President's confidential correspondence, when needed, and other presentations, reports, or spreadsheets as requested
• Coordinates and prepares documents for other Cabinet members in support of the President's agenda
• Provides leadership and coordination for Commencement functions associated with the Office of the President and coordinates effectively with Student Services and Academics Affairs
• Provides leadership and coordination for all event planning associated with the Office of the President and Chief of Staff/Chief Advancement Officer
• Serves as the key contact person and liaison between the Office of the President and internal and external stakeholders for the coordination of select college-wide, high impact initiatives as required by college directives such as Middle States
• Coordinates activities and payroll of work-study or interns
• Provides high level support to the President, Board of Trustees, and Chief of Staff/Chief Advancement Officer and coordinates a wide variety of activities in support of the needs of Advancement and community outreach
• Manages the flow, coordination, and administrative tasks required for the execution of monthly Board of Trustee committee meetings, Board meetings, and associated annual meetings: including but not limited to scheduling of meetings, IT requirements, dinner arrangements, retreats, monthly advertising schedules, coordination of internal and external constituencies in attendance of meetings, and coordination of monthly Board of Trustees meeting materials for both committees and full Board meetings
• Oversees archival of all Board documents
• Supports the Chief of Staff in the development, maintenance, and execution of college policies and procedures
• Works with all Cabinet in support of committee meeting preparations including reviewing resolutions and backup materials to ensure completeness before submitting to the Board
• Coordinates Cabinet event attendance, handles Careme's gift certificates, and ad sponsorships for the community, and the foundation
• Handles all hotel and travel accommodation requests for conferences and meetings for the Board of Trustees and serves as backup for the Confidential Assistant for the Office of the President
• Prepares purchasing vouchers and maintains files of receivables, invoices, purchase orders, and bank statements as requested
• Initiates paperless systems when appropriate, processing purchase requisitions, orders, budget transfers, expense vouchers
• Backs up Foundation Office in support of the Chief of Staff/Chief Advancement Officer as requested
• Serves on College-wide and Middle States committees as assigned
• Operates independently and exercises considerable judgment when executing instructions on behalf of the President and Chief of Staff
• Develops reports/presentations and initiates appropriate follow-up communications to stakeholder groups
• Provides budget support to the President and Chief of Staff and serves as a liaison between the President, the Cabinet and President's Leadership Council
• Handles incoming calls and correspondence, responding to customer inquiries as needed
• Acts as Board Secretary for Board of Trustee meetings as needed
• Manages the website for the Board of Trustees and the President's Office
• Performs related duties as assigned