Executive Secretary to the Board of Trustees
Anne Arundel Community College
The Executive Secretary is responsible for providing administrative support to the Board of Trustees and the President of the college, as requested. The Executive Secretary is a member of the President's administrative support team.
Job Duties and Responsibilities:
Compile, organize, disseminate agendas for each monthly meeting of the Board of Trustees, as directed by the President. Annually update Board of Trustees Meeting Calendar of Topics and Purchasing Schedule.
Maintain Board portal for board meetings, committee meetings, calendaring events and posting resources.
Take detailed, confidential minutes of the Board of Trustees executive sessions and special meetings/retreats and transcribe minutes of the Board of Trustees public sessions. Edit executive and public sessions minutes and disseminate the executive session minutes to the college legal counsel for review. Maintain files of approved minutes and agendas for executive sessions, special meetings/retreats and public sessions of the Board of Trustees. Maintain Board of Trustees website (posting agendas and approved public session minutes)
Schedule special meetings/retreats and committee meetings for the Board of Trustees to include preparing correspondence (coordinating meeting dates/times with attendees); making arrangements with vendors; and disseminating meeting materials to the Board members and appropriate college staff.
Attend monthly and special meetings of the Board of Trustees and Board Committees (Audit & Finance, Board Development, Budget, Facilities, Human Resources). Take detailed minutes of the meetings and distribute as appropriate.
Communicate Board-related requests and initiatives to appropriate staff, including vice presidents, deans and directors. Work with the vice presidents and their staff to ensure timely input, involvement and responses to requests.
Prepare the President's weekly report to the Board of Trustees; recommending topics and issues to be included and compiling all relevant documentation.
Process conference registrations and hotel reservations and make travel arrangements for Board of Trustees attending regional and national meetings on Board-related business and/or professional development activities. Keep current a list of professional development activities from the Association of Governing Board, Association of Community College Trustees, and American Association of Community Colleges for attachment to the Board's weekly update.
Provide research and administrative support for special projects as assigned by the Board of Trustees, completing assignments in an accurate and timely manner.
Assure Board compliance with state requirements for attendance reporting and filing of disclosure statements and send required annual report on Board of Trustees attendance to the Governor's Appointments Office; assemble new trustee handbook, board policy manual and other materials for annual new trustee orientation; and keep current Board of Trustees website.
Create PowerPoint presentations as assigned by the President of the college to include the annual New Trustee Orientation; keep current intranet pages for the College Manual and Board of Trustees Policy Manual; compile a list of college accomplishments by fiscal year; update AACC Organizational Chart and Administrative List.
High School diploma or GED
A minimum of five (5) years executive secretarial experience required
Must have demonstrated proficiency in a variety of software applications including intermediate level proficiency in Microsoft Word, Excel and PowerPoint.
Ability to transcribe minutes using recorder or transcription module required
Excellent oral, written and interpersonal communication skills including grammar, editing, punctuation, and proofreading skills.
Demonstrated ability to work independently, prioritize, and give attention to details and deadlines.
Demonstrated ability to maintain confidentiality.
Ability to type 65 wpm
Ability to work a flexible schedule from time to time to attend Board meetings and committee meetings
Experience in a higher education setting
Experience with a higher education board
Experience working with a board portal
Demonstrated ability to deal tactfully and effectively with governmental agencies and officials, college administration and public officials, parents and students
Hours Per Week: 40
Work Schedule: Monday through Friday 8:30-4:30 p.m.
For more information or to apply, please visit https://aacc.hiretouch.com
Anne Arundel Community College is an Equal Opportunity Employer.
When inquiring or applying for this job opening, please also reference AcademicCareers.com
Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at Anne Arundel Community College and at other institutions of higher education in the region on www.AcademicCareers.com