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    Executive Assistant - Baltimore, United States - Maryland Institute College of Art

    Maryland Institute College of Art
    Maryland Institute College of Art Baltimore, United States

    3 weeks ago

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    Description
    Welcome to the official site for employment opportunities at MICA. At MICA, we value diversity and empower our employees to use their talent in a variety of ways. We are pleased that you are interested in career opportunities offered at MICA.

    General purpose: The Executive Assistant to the President & Manager of the Office of the President (EAPM) provides holistic support-administrative, scheduling, operational, budgetary, and project-based-to the President, overall support to the Board of Trustees and the needs of individual trustees, and the Office of the President. The position requires a thorough knowledge of College policies, procedures, and operations, as well as an understanding of the College's role within the local community and national and global stage. Working as an integral part of a team of knowledgeable administrators, the EAPM must be able to understand the overall goals of the College and its strategic initiatives. This position often works independently with minimal direction in support of the President, and is responsible for overseeing the professional environment, operation, and services of the Office of the President.

    The EAPM has recurring contact with members of the Board of Trustees, vice presidents, and other senior administrators, as well as public and private officials, the media, students, and parents. The EAPM exercises initiative, confidentiality, and independent judgment in managing the President's schedule and the office's daily activities and uses discretion in the dissemination of information to faculty, students, staff, and the various bodies served by the College.

    Position responsibilities:
    • Serve as initial contact and effectively service inquiries by phone, email and in person. Promote a positive image of the College by responding to inquiries from students, parents, faculty, staff, and public and private officials, providing information regarding the College policies and referring inquiries to the appropriate office, and receiving visitors to the President's office
    • Maintain the confidentiality of the College administration by exercising discretion in communicating information to faculty, students, staff and the various groups served by the College and in handling administrative records and files
    • Facilitate the efficient use of the President's time through development and coordination of a multifaceted calendar of internal and external appointments, meetings, and functions
    • Facilitate the effective planning and organization of external and internal meetings by assuming responsibility for the development and timely availability of agendas and related documentation. Provide directions, maps, and parking passes to visitors, and manage catering requests.
    • Facilitate efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports
    • Serve as a liaison between the President and other College administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, and students by communicating and/or interpreting policy, decisions, and documents issued by the College
    • Support the Board of Trustees with its meeting logistics, board portal content and management, board meeting, Trustee Affairs and Executive Committees minutes taking, and support for members of the Board of Trustees
    • Coordinate and manage special events as designated by the President's Office, including Commencement related activities.
    • Develop and/or manage special projects involving the College, the community, and government officials
    • Proofread and edit documents, and create letters, reports, presentations, and other documents for a variety of official presentations and events
    • Assist the President in oversight functions by reviewing, monitoring, and approving various College action forms and reviewing correspondence and documents prepared by other offices for the president's signature
    • Perform regular checks of the President's conference room(s). Ensure conference phones are in place and working, computers have power, and room set-up is accurate and tidy.
    • Responsible for overseeing the professional environment, operation, and services of the Office of the President
    • Develop and managee the budgets under control of the President's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries and approving expenditures
    • Coordinate inventory orders, office and kitchen supplies, ensure good working order of all office equipment, initiate and follow-up on departmental work orders.
    • Process incoming invoices, payments, and the President's expense reports and reimbursements
    • Perform other duties as assigned
    Required qualifications and skills:
    • A fundamental embracement of MICA's Mission and Vision, commitment to Diversity, Equity, Inclusion and Globalization (DEIG), and Core Values
    • Bachelor's degree and minimum 3 years of experience or Associate's degree and minimum 5 years of experience
    • High level of proficiency with Microsoft Office programs, especially MS Word, MS Excel and MS PowerPoint
    • High level of proficiency with Adobe Acrobat (for generating PDF documents)
    • Excellent communication and writing, research and editing skills, demonstrating proper usage of spelling, grammar and punctuation
    • Exceptional organizational skills and project management experience
    • Excellent interpersonal skills and flexibility with the ability to work well with all levels of internal management and staff
    • Ability to prioritize tasks and information flow while functioning well within a fast-paced and deadline driven environment
    • Budget development and management experience
    • Discretion with confidential information
    • Capable of undertaking independent web-research
    • Excellent attention to detail and demonstrated commitment to timely completion of projects
    Preferred Qualifications:
    • Experience working in Higher Education
    • Experience working with and supporting governing boards
    • Experience with Workday platform
    Conditions of Employment:
    • Must successfully complete a full background check
    • May need to work additional hours and some weekends during times of peak activity
    Maryland Institute College of Art is committed to its policy of providing equal opportunity regardless of race, color, creed, national origin, religion, gender, sexual orientation, marital status, age, disability, or veteran status (disabled, Vietnam-era, or otherwise). Furthermore, the College does not tolerate any form of sex discrimination, including sexual harassment or sexual violence. This policy applies to all programs, facilities, and activities provided by Maryland Institute College of Art, including but not limited to admission, educational programs, and employment.

    Applicants must apply online for each job in which they are interested. You will not be considered for any job for which you have not specifically applied. We do not accept applications via email, U.S. mail, or fax. Successful candidates for any staff or faculty positions will be subject to a pre-employment background check.

    MICA provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application and hiring process, please contact Human Resources at
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