| Columbia Basin College ("CBC" or the "College") seeks an Executive Assistant to the CBC President who will serve as a trusted advisor, principal aide and logistics manager to the President working with broad responsibility to carry out a wide range of complex administrative tasks. The position will provide confidential support to the President, oversight of ongoing projects in support of the President's agenda, and ensure seamless coordination of the President's administrative endeavors.
The Executive Assistant will manage all elements of the day-to-day office operations for the President's Office, including coordination and scheduling of college administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the various publics served by the College. This position requires excellent organizational, technical and administrative abilities to prioritize and complete multiple tasks in a skillful and timely fashion. The Executive Assistant must be diplomatic, analytical, of the highest integrity and possess sound judgment, as well as have a sense of humor. This position reports directly to the President.
This position is open until filled. Priority consideration will be given to applicants whose complete application has been received by March 18, 2021 at 11:59 PM Pacific Time. | PRIMARY RESPONSIBILITIES: | - Manage and support the President on day-to-day operations ensuring efficiency and effectiveness and optimizing use of all available resources; maintain the President's calendar; establish priorities and agendas, arrange appointments, itineraries and travel as assigned, including visibility and participation at college, community and national events and initiatives; arrange and coordinate meetings; keep appropriate individuals informed of itineraries and appointments;
- Act as liaison and provide administrative support to the College Board of Trustees, attend meetings and other functions, coordinate the preparation of Board agenda materials and other documents and reports, often of a highly sensitive and confidential nature; ensure materials and reports for signature are accurate and complete; proofread and check typed documents and other materials for accuracy, completeness and compliance with College standards, policies and procedures; prepare agenda and meeting materials for Board committee and other meetings and type minutes; make documents available to the public, as required;
- Assist Board of Trustees with travel arrangements for conference attendance (flight, rental car, lodging, etc. as needed) and travel reimbursement through College policies and procedures;
- Assist the Board of Trustees with the management of its policies, including regular review, revision and publication of changes, maintenance of a historical record of changes and posting of revisions to the Board's website; anticipate and prepare resources and documentation for Board of Trustee's self-evaluation and other evaluative functions;
- 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, students, and the various publics served by the College by communicating and/or interpreting policy;
- Exercise independent judgment, discretion and political acumen in communicating information on behalf of the President during regular interactions with senior administrators, officials from government entities, elected officials, members of the media, etc.; maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy, and use initiative to ensure matters requiring attention are handled appropriately; work effectively in stressful situations meeting expected deadlines;
- Screen incoming calls, mail, personal inquiries, and other relevant matters; receive and respond to public inquiries tactfully and constructively, evaluating relative importance of each; research and assemble required information for response; act as a liaison and representative communicating on the President's behalf, as appropriate, and refer others to appropriate persons as needed;
- Compose letters, reports, and presentations from brief instructions, notes, or on own initiative, using extensive knowledge of grammatical composition; determine most appropriate layout, format, arrangement, and other related details;
- Provide support for research, planning and evaluation activities, utilize current technology applications in carrying out responsibilities; research, compile, and edit data and material for reports and documents; prepare reports and presentations as required; organize and maintain paper and electronic files;
- Coordinate President's travel arrangements, conference registrations and travel reimbursements; speaking engagements, special events, conferences, workshops and meetings; process invoices, reconcile expenses and plan commission meetings, retreats and other on-campus or hosted activities, providing regular updates to the President regarding progress on tasks;
- Facilitate the success of events hosted by the President's Office by scheduling events with appropriate offices and agencies, advise/contact participants or invited guests, prepare agendas and programs, arrange for audiovisual and associated support equipment, use independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinate or provide support during the events;
- Manage all budgetary and financial planning of the Office of the President and Board of Trustees, including receipt of and tracking of budget expenditures in compliance with appropriate College policies and procedures; provide monthly status of budget to the President; appropriate use of signature authority for budget and general correspondence in the name of the President;
- Provide leadership to division and department secretaries and clerical support by holding periodic meetings and publishing a desk instruction book for consistent clerical practices (letter format, letterhead, routing of communications, etc.), as well as facilitate exchange of information; partner with vice president executive assistants in support of college events, activities and initiatives; build relationships crucial to the support of the President's Office or the College;
- Assist the President in monitoring progress on organizational priorities, budgets, grants, and managing projects, encouraging cross-departmental collaboration;
- Participate on College committees and other shared-governance activities;
- Assist CBC vice presidents and administrators as needed; and
- Fulfill other duties as assigned.
| |
