Senior Executive Assistant to the President and Board of Trustees
Guilford Technical Community College
Jamestown, NC
Full-time
Administration / Clerical
Posted on January 19, 2022
#RPM
This position provides administrative and special project support to the President and the Board of Trustees in accomplishing the administrative functions of the college. This individual must effectively supervise other administrative staff in providing excellent customer service and operations within the President’s Office. This person must assume responsibility with limited supervision and must exercise initiative, independent judgement and discretion in setting priorities and carrying out all assignments. This individual must be able to interact effectively with students, faculty, staff, the Board of Trustees and various levels of public sector, community, and system-level contacts for the College. These interactions require good judgement, diplomacy, and tact. Excellent public relations skills are a must and conduct must always present a positive and professional image of the college. The Senior Executive Administrative Assistant to the President and Board of Trustees must foster cooperation and teamwork with other administrative staff to ensure the effectiveness of the President’s Office. Performs other duties as assigned by the President and Board of Trustees.
This position provides administrative and special project support to the President and the Board of Trustees in accomplishing the administrative functions of the college. This individual must effectively supervise other administrative staff in providing excellent customer service and operations within the President’s Office. This person must assume responsibility with limited supervision and must exercise initiative, independent judgement and discretion in setting priorities and carrying out all assignments. This individual must be able to interact effectively with students, faculty, staff, the Board of Trustees and various levels of public sector, community, and system-level contacts for the College. These interactions require good judgement, diplomacy, and tact. Excellent public relations skills are a must and conduct must always present a positive and professional image of the college. The Senior Executive Administrative Assistant to the President and Board of Trustees must foster cooperation and teamwork with other administrative staff to ensure the effectiveness of the President’s Office. Performs other duties as assigned by the President and Board of Trustees.
Duties related to secretarial support for the President
• Maintain the President’s calendar
• Schedule appointments and meetings
• Promote positive public relations for the college as well as the office of the President
• Monitor/distribute mail
• Direct the management of Vending Fund coding
• Prepare presentation materials for the President
• Direct the processing of Professional Services Agreements, invoices, requisitions
• Coordinate all travel plans for the President and process all travel advance/reimbursement forms
• Compose correspondence, memorandums
• Serve as a liaison to other staff members
• Proactively identify matters that require the President’s attention
• Proactively initiate appropriate correspondence from the President to community partners
• Prepare agenda, record and maintain a summary of weekly College Leadership Team and monthly President’s Council meetings
• Ensure that all documents that require the President’s signature are signed and returned to the proper person
• Ensure files for the President’s office are accessible, archived, retained and disposed of according to established practices and schedules
• Answer phone, relay messages to appropriate personnel
• Direct and coordinate required procedures to ensure effective operation of the President’s office
Special Projects and Supervision
• Provide direct supervision of one part-time Administrative Assistant in support of the President and Board of Trustees.
• Coordinate activities and request support from with the Senior Executive Administrative Assistant to the VP of Business and Finance and other administrative personnel to support the daily operations of the President’s Office, special projects for the President or Board of Trustees and other college-wide events.
• Serve on Graduation Committee
• Coordinate college meetings, receptions, and conferences
• Assist with off-campus requests in the coordination of meetings, conferences
• Troubleshoot for faculty, staff, students, and public sector when they run into roadblocks regarding college policy and procedures. Provide information in response to complaints and/or refer to appropriate personnel.
• Maintain GTCC organization charts on a semi-annual basis
Duties related to support for the Board of Trustees and external audiences
• Serve as Recording Secretary to the GTCC Innovative Resources Corporation (GIRC) and the GTCC Corporation for Creativity and Commerce (GC3)
• Serve as Liaison and Recording Secretary to the Board of Trustees
• Record, maintain, and archive post minutes for Curriculum, Personnel & Policy Committee, Finance and Facilities Committee, Board Meetings, and Board Retreats
• Develop calendar and posted notices for Board of Trustees meetings
• Assist with preparation of agenda and mail outs for committee and Board meetings and distribution to Board members, media, and designated college personnel
• Prepare materials and attend all Committee and Board meetings
• Coordinate and plan all functions for the Fall and Spring Board Retreats with Board members and college staff
• Ensure that all documents that require the Board Chair’s signature are signed and returned to the proper person
• Maintain current list of Trustees and their mailing address and phone numbers
• Coordinate all travel plans for the Board of Trustees
• Process all travel advance/ reimbursement forms for trustees
• Maintain all files for the Board of Trustees
• Assist the Board of Trustees with special projects to include Board orientation and Board self-evaluation and corresponding projects
• Schedule the use of the Board Room and other designated rooms and areas
• As needed, act as liaison between the President and students, faculty, staff, Board of Trustees, business and government officials, and the general public
Perform confidential and other duties as assigned by the President and Board of Trustees
Demonstrate and model the college’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork
• Maintain the President’s calendar
• Schedule appointments and meetings
• Promote positive public relations for the college as well as the office of the President
• Monitor/distribute mail
• Direct the management of Vending Fund coding
• Prepare presentation materials for the President
• Direct the processing of Professional Services Agreements, invoices, requisitions
• Coordinate all travel plans for the President and process all travel advance/reimbursement forms
• Compose correspondence, memorandums
• Serve as a liaison to other staff members
• Proactively identify matters that require the President’s attention
• Proactively initiate appropriate correspondence from the President to community partners
• Prepare agenda, record and maintain a summary of weekly College Leadership Team and monthly President’s Council meetings
• Ensure that all documents that require the President’s signature are signed and returned to the proper person
• Ensure files for the President’s office are accessible, archived, retained and disposed of according to established practices and schedules
• Answer phone, relay messages to appropriate personnel
• Direct and coordinate required procedures to ensure effective operation of the President’s office
Special Projects and Supervision
• Provide direct supervision of one part-time Administrative Assistant in support of the President and Board of Trustees.
• Coordinate activities and request support from with the Senior Executive Administrative Assistant to the VP of Business and Finance and other administrative personnel to support the daily operations of the President’s Office, special projects for the President or Board of Trustees and other college-wide events.
• Serve on Graduation Committee
• Coordinate college meetings, receptions, and conferences
• Assist with off-campus requests in the coordination of meetings, conferences
• Troubleshoot for faculty, staff, students, and public sector when they run into roadblocks regarding college policy and procedures. Provide information in response to complaints and/or refer to appropriate personnel.
• Maintain GTCC organization charts on a semi-annual basis
Duties related to support for the Board of Trustees and external audiences
• Serve as Recording Secretary to the GTCC Innovative Resources Corporation (GIRC) and the GTCC Corporation for Creativity and Commerce (GC3)
• Serve as Liaison and Recording Secretary to the Board of Trustees
• Record, maintain, and archive post minutes for Curriculum, Personnel & Policy Committee, Finance and Facilities Committee, Board Meetings, and Board Retreats
• Develop calendar and posted notices for Board of Trustees meetings
• Assist with preparation of agenda and mail outs for committee and Board meetings and distribution to Board members, media, and designated college personnel
• Prepare materials and attend all Committee and Board meetings
• Coordinate and plan all functions for the Fall and Spring Board Retreats with Board members and college staff
• Ensure that all documents that require the Board Chair’s signature are signed and returned to the proper person
• Maintain current list of Trustees and their mailing address and phone numbers
• Coordinate all travel plans for the Board of Trustees
• Process all travel advance/ reimbursement forms for trustees
• Maintain all files for the Board of Trustees
• Assist the Board of Trustees with special projects to include Board orientation and Board self-evaluation and corresponding projects
• Schedule the use of the Board Room and other designated rooms and areas
• As needed, act as liaison between the President and students, faculty, staff, Board of Trustees, business and government officials, and the general public
Perform confidential and other duties as assigned by the President and Board of Trustees
Demonstrate and model the college’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork
- Office coverage – the Office of the President cannot go unattended
- The President’s changing responsibilities (new internal and external initiatives and commitments)
- Dealing with student complaints
- Daily: Board member requests
- Daily: Student complaints
- Daily: GTCC employees re: requests or suggestions
- Daily: GTCC Foundation, Marketing, and Public Information re: events, accrediting
- Weekly: Community members re: organization charts
- Semi-annual: Human Resources re: organization charts
• Bachelor’s degree in any discipline
• Notary Public License or attain a license within 3 months of employment
• Notary Public License or attain a license within 3 months of employment
• Master’s degree in any discipline
• 5 years administrative support experience
• 2 years board liaison, event planning, or project management experience
• 2 years board liaison, event planning, or project management experience
• 10 years administrative support experience
• Ability to work independently with limited supervision, organize multiple priorities and deadlines, and work efficiently and calmly under pressure
• Proficient computer skills. Ability to handle documents and files, creating, correcting, formatting. Communications via e-mail. Work experience with word processing, database, spreadsheet, presentation and communications software. Willingness to be continually updated in these skills.
• Ability to compose documents, using correct grammar and punctuation.
• Accuracy and attention to detail is a must
• Strong organizational skills and deadline management
• Ability to organize and maintain files for ready access
• Must be flexible and punctual
• Must be able to handle extremely confidential information
• Must be willing to work flexible schedules as needed. Will be in constant contact with public at all times
• Neat and organized in personal work space
• Strong interpersonal skills, including tact and the ability to listen well
• Proficient computer skills. Ability to handle documents and files, creating, correcting, formatting. Communications via e-mail. Work experience with word processing, database, spreadsheet, presentation and communications software. Willingness to be continually updated in these skills.
• Ability to compose documents, using correct grammar and punctuation.
• Accuracy and attention to detail is a must
• Strong organizational skills and deadline management
• Ability to organize and maintain files for ready access
• Must be flexible and punctual
• Must be able to handle extremely confidential information
• Must be willing to work flexible schedules as needed. Will be in constant contact with public at all times
• Neat and organized in personal work space
• Strong interpersonal skills, including tact and the ability to listen well
• Knowledge of NC Community College regulations, and knowledge of GTCC’s internal structure and organization
• Familiarity with NC Public Meeting Law
• Ability to utilize creditable sources to research statutes and codes of governance
• Familiarity with NC Public Meeting Law
• Ability to utilize creditable sources to research statutes and codes of governance
The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter:
• Ethics
• Safety/Shooter on Campus
• Personal Information Protection Training (PIP)
• Anti-Discrimination/Harassment & Title IX
• Other training may be required as determined applicable.
• Ethics
• Safety/Shooter on Campus
• Personal Information Protection Training (PIP)
• Anti-Discrimination/Harassment & Title IX
• Other training may be required as determined applicable.
Physical Activity: Primarily sitting
Environmental Hazard(s): <15%
Lifting: <=20lbs.
Environmental Hazard(s): <15%
Lifting: <=20lbs.