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Executive Assistant
2 weeks ago
Executive Assistant to the Director-Strategy & OperationsPosition SummaryThe Executive Assistant to the Director-Strategy & Operations provides high-level administrative support and ensures the efficient operation of the Director-Strategy & Operation's office. This role is responsible for comprehensive support to the Director-Strategy & Operations and acts as a primary point of contact and liaison to the Board and leadership team. It is a multifaceted position requiring administrative, strategic, and operational expertise, serving as a key liaison among faculty, board members and external stakeholders.
Core Responsibilities and Daily Tasks:Calendar & Schedule Management: Manage the Director-Strategy & Operation complex calendar, schedule appointments and meetings, and prioritize or resolve scheduling conflicts to ensure smooth day-to-day operations. This includes providing "sophisticated calendar management," prioritizing inquiries and troubleshooting conflicts with sound judgment to keep engagements running seamlessly. Meeting Coordination and Preparation: Coordinate all logistics for meetings and events chaired by the Director-Strategy & Operations .
Draft agendas, compile and distribute presentation materials, and record meeting minutes as needed. Communication Handling: Serve as a communication gatekeeper, screening phone calls, emails, and visitors for the Director-Strategy & Operations . Provide a professional and welcoming presence in the Director-Strategy & Operation's office, directing inquiries to appropriate parties and ensuring timely, courteous responses.
Documentation and Records Management: Prepare and organize documents, reports, and presentations for the Director-Strategy & Operation's meetings and initiatives, ensuring accuracy and timeline. Travel and Expense Management: Make travel arrangements and prepare detailed itineraries for the Director-Strategy & Operation's business trips. Process travel reimbursements, expense reports, purchase orders, and other basic financial or budget tracking tasks to support the Director-Strategy & Operation's office.
Ensure all purchases and reimbursements follow the institution's policies and budget guidelines. General Administrative Support: Complete a broad variety of administrative tasks that facilitate the Director-Strategy & Operation's ability to lead effectively. This includes assisting with special projects, liaising with other administrative staff as needed, ordering office supplies, providing hospitality to visitors, and handling any other duties necessary for the smooth operation of the office.
Support for Strategic and Operational Initiatives:Strategic Project Assistance: Support the Director-Strategy & Operations in planning and executing strategic initiatives within the institution. Conduct research, gather data, and prepare analytical reports to inform decision-making on policies, programs, and budgets. Project Management & Follow-up: Assist with special projects and cross-functional initiatives, ensuring that key action items are tracked and completed.
Organize and attend project meetings, keep minutes, and monitor progress on tasks to meet target deadlines. Operational Support: Work closely with the Director-Strategy & Operations and senior leadership on operational improvements. Help coordinate departmental efforts and inter-departmental communication to implement the Director-Strategy & Operation's directives.
Aligning with Institutional Goals: Contribute to aligning strategic initiatives with the Director-Strategy & Operation's vision and the institution's mission. Interaction with Board Members and External StakeholdersLiaison Role: Serve as a liaison between the Director-Strategy & Operations and key stakeholders, both internal and external.
Board and Committee Support: Act as a key point of contact for the institution's Board of Trustees/Directors and any advisory committees. Coordinate and schedule Board meetings, prepare and disseminate Board packets (agendas, reports, background materials), and handle all logistics such as meeting notices and venue setup. External Communications: Collaborate with external organizations and partners as needed.
This could involve communicating with other schools, universities, government education agencies, or vendors on behalf of the Director-Strategy & Operations. Regulatory and Compliance Duties Governance and Policy Compliance: Ensure that all Board of Directors/Trustees operations supported by the Executive Assistant's work are carried out in compliance with applicable bylaws, policies, and regulations. Educational Regulations: Stay current on relevant education laws, regulations, and district or institutional policies that affect the Director-Strategy & Operation's office and the institution.
Records Management and Retention: Maintain official records and documents in accordance with legal and institutional retention requirements. Confidentiality and Privacy: Uphold strict confidentiality standards in handling sensitive information. Compliance Support: Assist the Director-Strategy & Operations and other administrators in preparing for compliance audits, accreditation reviews, or regulatory submissions.
Required Skills and QualificationsEducation: Bachelor's degree in business or any degree in engineering. Experience: At least 10 years of experience in an executive assistant or senior administrative support role, supporting high-level executives. Significant executive support experience (including supporting C-level leaders) is expected for this role.
Technical Proficiency: Proficiency in standard office software and tools is required. This includes the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or equivalent, as well as familiarity with email and calendar systems.
