Executive Assistant

The individual in this position coordinates the daily operations of the college president’s office and performs a variety of administrative duties for and provides administrative support to the college president and board of trustees. This individual also functions as the recording secretary to the board of trustees and as election officer for biennial board of trustee elections.

PRIMARY DUTIES AND RESPONSIBILITIES*

• Schedules appointments and maintains calendar for the college president; prepares conference registration forms; makes travel arrangements for president, board members, and others in president’s office as needed or requested; coordinates arrangements for business and social functions of the president and the board of trustees.
• Sets up and maintains departmental hard copy or computerized files; determines appropriate methods for storing and retrieving information for record keeping and reporting; collects, compiles, or tabulates information required for the president’s office and board of trustees.
• Schedules meetings as requested; coordinates details, notifies attendees, types and/or prepares and distributes meeting materials, and, when requested, attends meetings to take and transcribe minutes. Maintains schedule for use of the board room, including rental fees as appropriate.
• Edits documents, communicates college information to employees and the public.
• Functions as recording secretary to College Administrative Team (CAT); prepares agenda and meeting packets; attends meetings to take and transcribe minutes; maintains and updates the minutes book; distributes approved minutes to college community.
• Interacts with college employees, students, board members, or outside contacts to provide information, solve routine problems, or otherwise respond to requests; represents the college president where appropriate within the college community as well as with external agencies.
• Functions as recording secretary for the board of trustees. Assists in preparing agendas, prepares and mails board packages, coordinates details for meetings and other functions, attends meetings, takes and transcribes meeting minutes, maintains and updates minute’s books, etc. Makes travel arrangements as requested and prepares expense reports, including regular mileage reimbursement records and reports.
• Maintains records required by and for the Higher Learning Commission.
• Updates phone call assignments and contact information for emergency college closings.
• Functions as election officer for biennial election of the board of trustees. Communicates with legal counsel for direction and preparation of required documents and communicates with constituent school districts for coordinating the election process including ballot printing and distribution.
• Prepares outgoing mail and sorts and distributes incoming mail and takes messages for the president and other members of the president’s suite as needed.
• Conducts research, composes original correspondence; prepares letters, memos, reports, forms, charts, or other documents from oral instructions or notes.
• Receives guests and serves as a host/hostess for official functions of the president’s office.
• Provides notary public services for the college community.
• Performs other related tasks as required.

SUPERVISION – Works under the general supervision of the college president.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.
• Three to five years of administrative assistant experience, or combination of education and experience commensurate with the requirements of this position.
• A high level of technical proficiency in the collection, management, and use of electronic information.
• Ability to prepare minutes accurately in a format easily understood.
• Ability to relate personably and professionally with the varied and diverse visitors, guests, students, staff, state and federal officials, and other clientele of the president’s office and the board.

JOB DIMENSIONS – Analysis, Judgment, Planning and Organizing, Confidentiality/ Sensitivity, Stress Tolerance, Impact, Teamwork, Attention to Detail, Work Standards, Initiative, Informal Communications, Formal Communications, Written Communication, Dependability, Commitment to the College.

NOTE:  Since this individual will be involved in sensitive information (that is personnel related, budget related, and/ or Board related), confidentiality is of utmost importance to this position.  

07/24

Kirtland Community College is an equal opportunity employer

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* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.