Executive Assistant to the Chancellor/CEO
Website Anitoch University
The Executive Assistant (“EA”) is responsible for providing complex administrative support to the Chancellor/CEO and to provide backup support to the Executive Assistant to the Board of Governors. This is a confidential, senior-level staff position that facilitates and coordinates communication and activities among and between the Board of Governors and the Chancellor, and among and between the Chancellor and the Executive Team. The EA is responsible for assisting the Chancellor/CEO in day-to-day, short-term and long-range activities. Working independently, the EA assumes leadership of administrative details and efficiently leads daily activities to complement the Chancellor’s responsibilities and goals, focusing on executive initiatives including strategic leadership and planning, budget management, governance processes, and internal communications.
The EA may supervise the work of other Administrative Assistants in the Office of the Chancellor, including the Administrative Assistant to the Board of Governors.
The EA exercises significant judgment and discretion in the operations of the Chancellor’s Office. This position is seldom involved in routine tasks. Instead, the EA is required to think independently, to anticipate the needs of the Chancellor and to take initiative when necessary to ensure that the Chancellor’s efforts are optimized.
Confidentiality in this position is essential, as well as a strong work ethic, excellent attendance, professional integrity, strong interpersonal communication skills, strong writing and editing skills, tact, discretion, diplomacy, and the ability to work independently. The EA should possess mentoring skills, and have a demonstrated track record of guiding others in accomplishing organizational goals and facilitating change. The EA maintains a flexible approach to projects and other workload, recognizing that special circumstances may require a shift in the role. This position often involves work beyond the normal business day, including some evenings and weekends, and will require some travel, including travel to the meetings of the Board of Governors.
With minimal supervision from the Chancellor, the EA has direct contact with university leadership, including the Vice Chancellors and the Provosts. . The EA routinely collaborates with the Executive Assistant to the Board of Governors and has some direct communication with Board members, especially the Chair. The EA supervises and collaborates with the Administrative Assistant to the Executive Team on various projects, including the meetings of the University Leadership Council (“ULC”) and the Board of Governors.
- Provides direct support to the Chancellor/CEO. Facilitates the Chancellor’s interactions and communications with the Board of Governors and University Leadership Council (ULC), including frequent direct communications with the Board chair, committee chairs and others.
- Provides counsel and resources to assist the Chancellor in his/her day-to-day and long-range activities. Provides back-up support to, and collaborates with, the Executive Assistant to the Board of Governors.
- Maintains highest level of professionalism and absolute confidentiality in all aspects of this role.
- Keeps the Chancellor informed. Serves as liaison between the Chancellor and both external and internal Community members. Responds to student, alum, and other inquiries. Fields letters and calls to the appropriate office(s). Drafts responses to stakeholders as directed by the Chancellor.
- Conveys administrative decisions and policies to other staff, and transmits directions and instructions based on authority delegated by the Chancellor. Anticipates Chancellor’s course of action and facilitates resolution.
- Along with the Administrative Assistant, the EA promotes a collaborative work environment and positive attitude, contributing to positive relationships between the Chancellor and his/her Executive Team; between the Chancellor and board members; between the Chancellor and the Community at large.
- Manages the Chancellor’s appointment calendar, daily meeting notebook, scheduling, and tracking both internal and external meetings. Anticipates/prepares materials as needed for each meeting. Keeps the Chancellor advised of upcoming events and matters requiring significant preparation time and attention.
- Manages the Chancellor’s travel arrangements, including airline reservations, hotel reservations, car rental and itinerary preparation.
- Drafts meeting agendas for ULC for discussion and review; serves as meeting planner for ULC in-person meetings/retreats (hotel, meals, meeting rooms, A/V).
- Uploads and manages support materials for meeting folders on the portal.
- Oversees set-up for video-conferencing sessions as needed by the Chancellor. Using PowerPoint, assists with meeting presentation development and editing.
- Attends Board and ULC meetings, retreats, and conference calls for the purpose of taking meeting minutes and providing staff support with on-site logistics. Disseminates minutes/notes following meetings, and tracks subsequent correspondence and action items.
- Maintains good communication with campus Provosts’/CEOs’ executive assistants. Keeps them informed so they can better support the campus leadership.
- Receives or prepares and distributes confidential reports, correspondence and other communication between and among the Chancellor and the University Provosts/CEOs, Vice Chancellors, and the university community at large.
- Monitors the Chancellor’s Office budget (cost centers against which the Chancellor’s Office expenses are charged).
- Creates and maintains files (paper and electronic).
- Maintains/updates the Board and the ULC Contacts Roster, as necessary.
- Keeps track of articles about or pertinent to the University. Keeps Chancellor aware of these and distributes as appropriate.
- Provides staff support on an ad hoc basis (e.g., Search Committee).
- All other duties as assigned.
Qualifications. (Knowledge, skills and abilities)
- BA or BS degree.
- No less than five years’ experience providing complex administrative and clerical support to an executive.
- Exceptional proficiency with relevant software applications (especially MS Word, Excel, PowerPoint, SmartDraw), as well as familiarity with Google platforms for email, calendars and other office applications).
- Exceptional verbal and written communications skills, including proof-reading and editing the work of others, and the ability to write articles, letters, speeches/remarks, and other correspondence.
- Exceptional interpersonal skills including an understanding of protocol, possessing good diplomacy and listening skills, and using reason to solve problems.
- At least five years’ senior-level experience in a complex organization, preferably in an institution of higher education.
- High degree of proven organizational and analytical skills are required in order to manage multiple projects simultaneously.
- Significant experience that demonstrates the ability to work effectively with high-level executives in educational organizations, and in a collaborative environment with colleagues in a variety of disciplines/areas/departments.
- Ability to prioritize requests, exercise good judgment, and delegate responsibility.
- Ability to maintain confidentiality and handle sensitive data with discretion.
- Ability to work effectively within a politicized internal and external organizational environment.
- A good sense of humor.
- Demonstrated commitment to the mission of the University for social justice.
- Advanced degree or graduate-level coursework in administration or business or other relevant field is preferred.
- Legal or board level administrative experience with some knowledge of Roberts Rules of Order (meeting procedures).
- Knowledge and experience within higher education.
- Proven linkages with a variety of stakeholders in the community.
- Experience with financial processes and budget oversight.
- Sound, relationship-building abilities and mentoring skills.
Physical and Mental Requirements:
Among the more important requirements of this job are the ability to hear, see, speak, ambulate, think, concentrate, verbally communicate, learn and to recall information; the ability to
engage in prolonged sitting and standing; light lifting of up to 25 lbs.; transcontinental travel by commercial airlines; ability to drive an automobile; efficient daily use of computers and keyboards for review and response to a large volume of daily emails, document preparation and internet searches; ability to communicate by telephone; and the ability to handle stress and to interact well with others.
Reasonable accommodations from these physical and mental requirements may be made to enable individuals with disabilities to perform the essential functions of their job. Requests for reasonable accommodation should be made in writing to the Director of HR.
Hours and Place of Employment:
This is a full-time position. A work schedule will be established in consultation with the Chancellor. The position is situated in the Office of the Chancellor, currently in Yellow Springs, Ohio.
Antioch University reserves the right to change the duties of the job description at any time. This position requires a background check.
Antioch University provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identify, age, disability, veteran status, or any other protected classification.
Qualified applicants are required to submit a letter of interest, resume and the names and contact information of three references to the address below.
Randy Davis, Human Resources
To apply for this job email your details to email@example.com