Executive Assistant to the President

  • McHenry County College
  • Crystal Lake, IL 60012
  • May 28, 2021
Full time Assistant, Secretary & Executive Assistant

Job Description

 

 

Job Title Executive Assistant to the President Department President's Office FLSA Status Exempt Job Type Staff Position Grade 12 Employee Type Full Time Hiring Range Competitive salary and benefits package Grant Funded No Work Year 12 Months Work Year-Other Information Typical Work Schedule

Flexible schedule to meet department needs to include evenings and weekends. Hours of work will frequently extend beyond the typical workday/work week

Bargaining Unit Eligibility No-Confidential/Security Related Position Work Week 40 Hours Work Week-Other Information Special Instructions to Applicants Position Introduction

McHenry County College is a comprehensive, public, Associate-degree granting institution located in Crystal Lake, Illinois. MCC is known throughout the community and the Illinois Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students. MCC welcomes, encourages, and supports the diversity of our students, faculty, and staff members and seeks to attract and retain individuals who reflect our diverse community.

Position Summary

The Executive Assistant (EA) provides the Office of the President with a professional, efficient, confidential and interpersonally astute presence that aligns with, collaborates with, and extends the effectiveness of the college President. Under the direction of the President, the EA facilitates the day-to-day operations of the Office of the President with both administrative and logistical support, as well as serving as the liaison between the President and all employees and community members. The EA has a thorough knowledge of College policies, procedures and operations, as well as an understanding of the College's role within the community. The EA also provides support to the College's Board of Trustees and other committees as assigned by the President

Reports to President Essential Functions and Responsibilities

· Manage the day-to-day operations of the Office of the President, facilitating the efficient utilization of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements and College/community functions with individuals and groups. Provide the President with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.
· Promote a positive image of the College by greeting and receiving visitors to the Office of the President, responding to inquiries from diverse College stakeholders (students, parents, faculty, administrators, staff, legislators, alumni, the media, etc.), providing authoritative information regarding policies or decisions, referring inquiries or problems to the appropriate office or College personnel, resolving problems, and following up to determine the inquirer's satisfaction with the response.
· Act as the liaison between the President and others, including, but not limited to, administration, faculty, staff, students and community members. Screen incoming calls and visitors to the President, determining the nature of the contact and whether or not it requires the attention of the President. Whenever possible, respond to calls or visitors directly based on knowledge of the President's preferences, office functions, policy, priorities, availability, etc.
· Manage administrative operations for the Board of Trustees, assuring facilitation of Board meetings and support for all of their activities, coordinate communications to, from, and between all Trustees. Provide and maintain official transcripts from all board meetings, preparing and safeguarding closed-session meeting minutes. Manage the Board materials website. Prepare and distribute relevant materials to Board members in advance of the Board of Trustee meetings.
· Compile materials and assists in agenda preparation for President's Executive Council, Leadership Council, and other meetings; records proceedings, and prepares and disseminates minutes
· Process all incoming correspondence received in the Office of the President, prioritizing and determining its disposition. Direct correspondence to appropriate internal staff with instructions and/or suggestions for response. Draft responses for the President's signature based on knowledge of activities, interests, priorities, issues, etc.
· Review, proofread, and format all correspondence prepared for the President's signature to ensure accuracy and completeness, as well as consistency with College policy. Make effort to intercept
· Review, proofread, and format all correspondence prepared for the President's signature to ensure accuracy and completeness, as well as consistency with College policy. Make effort to intercept
situations or issues that can be resolved without President's attention. Follow up with internal staff to ensure deadlines are met.
· Facilitate efficient and cost-effective travel arrangements for the President and other official visitors; prepare the itinerary, confirm lodging and transportation, and process expenses requests.
· Organize, coordinate, and arrange meetings, appointments, conferences, and special events on behalf of the President. May include, but is not limited to, menu planning, negotiations with vendors, room coordination and preparing materials.
· Provide information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats. Will execute special projects as needed.
· Maintain contacts on behalf of the President, Trustees, and other stakeholders.
· Oversee record keeping for budgeting, governance, appointments and/or committees.
· Maintain the President's office files, collect data and prepare routine reports.
· Assume a wide variety of tasks necessary to support the President's office
· Serve as the Local Election Official for the College-related elections, including trustee elections
· Assist the Compliance Officer for Freedom of Information requests
· Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities
· Assume additional duties as assigned by immediate supervisor

Required Education Bachelor's Degree from a regionally accredited institution in related field. An equivalent combination of education and experience considered. Other Required Qualifications

· Bachelor's degree from a regionally accredited institution in a related field or a combination of appropriate education, specialized training and additional years of experience may be substituted for the Bachelor's degree
· Three years' responsible administrative assistant experience at the executive level is required. Supervisory, administrative and leadership abilities preferred. Advanced computer skills required.
· Experience with proofreading and official note taking protocols required
· Bilingual skills (Spanish/English) preferred.

Desired Qualifications

None

Skills and Specifications

· Ability to consistently demonstrate outstanding interpersonal skills in dealing with Trustees, donors, faculty, administrators, students, staff, community members, legislators and persons external to the College
· Ability to quickly grasp knowledge and understanding of, commitment to, and ability to effectively articulate the College operation, mission and vison for the future in general and the Office of the President in particular
· Excellent verbal and written communication skills, with attention to detail
· Demonstrated ability to plan, organize, and coordinate projects/activities with varied deadlines, utilize sound judgment, possess diplomatic skills and ensure the utmost discretion and confidentiality in all matters. Ethics, integrity and sound professional judgment.
· Respond to and handle confidential and sensitive information with independent judgment, poise, tact and diplomacy
· An appreciation to diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace
· The ability and inclination to keep up to date on business activity in general. Remain competent and current through self-directed professional reading, developing professional relationships with colleagues, and attending professional development activities
· Ability to be self-directed and work independently in a team environment
· Respond to difficult, stressful or sensitive interpersonal situations in ways that minimize potential conflict and maintain good working relationships around internal and external stakeholders
· Advanced computer skills required, including proficiency with email, spreadsheets, databases, ERP, word processing and other software applications
· The ability to effectively plan, conduct and evaluate several activities, each in a different stage of development, concurrently and to do so with minimal direct supervision. This requires and individual who is well organized, detail oriented and flexible
· Ability to work in a dynamic environment that requires the ability to be sensitive to change and responsive to changing goals, priorities and needs
· Ability to safely lift 20 pounds unassisted
· Commitment to the College mission, vision and goals, including the MCC Behaviors of Excellence

Location Main Campus

Application Details

Apply Here: https://mchenry.peopleadmin.com/

 

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 McHenry County College and at other institutions of higher education in the region on www.AcademicCareers.com

 

 

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