Executive Associate to the President
Job Summary
This position is responsible for providing comprehensive administrative support for the President of the College and serves as liaison to the Chair of the Board of Trustees, the President’s Executive Team, the Executive Director of Diversity Equity and Inclusion, and the College’s Chief Communications Officer. While outside of the Office, serves as an ambassador of the Office. The Executive Associate for the President manages the office operations and serves as the first point of contact for internal and external constituencies for the President’s Office.
This dynamic position requires the incumbent to be highly organized, anticipate and address needs in advance, think critically, communicate skillfully, and offer solutions to problems with a high level of professionalism. The Executive Associate works independently on tasks and projects from conception to completion, thrives in a multi-tasking role, and handles a wide variety of activities and interpersonal interactions in an ethical, discrete, and confidential manner. This position reports to the President of the College.
Essential Job Functions
Provides comprehensive administrative support to the President:
- Drafts routine correspondence for the President, processes incoming and correspondence, develops report submittal calendar and assures meeting submittal deadlines.
- Monitors and responds as appropriate to the President’s voluminous email, schedules and monitors the President’s meetings and appointments calendar, manages President’s schedule, and updates and maintains the President’s Outlook Contact Database.
- Tracks President’s daily meeting attendance and serves as primary point of contact for internal and external visitors on matters pertaining to the President and informs the Chief Communications Officer on visits that might warrant internal or external communication.
- Maintains official electronic and hard files and prepares electronic archives in accordance with the College document retention procedure.
- Tracks and processes payment of professional dues and subscriptions; maintains and prepares monthly Purchasing Card Activity Report for the President’s Office.
- Schedules College-wide and Town Hall meetings and notifies the College community as appropriate.
- Arranges travel for the President, processes expense reports and travel forms.
- Monitors communications from and to the Maryland Association of Community Colleges (MACC) Office and prepares the President for monthly Maryland Council of Community College Presidents (MCCCP) meetings, compiles and distributes annual compensation survey for MCCCP.
- Assists President in ordering and distributing holiday cards.
- Assists in preparing the President’s annual self-evaluation for the Board.
- Performs special projects as assigned.
- Serves on assigned committees.
Provides administrative support for the Board of Trustees (BOT):
- Schedules BOT Meetings and the use of the Board room by non-Board groups, arranges catering for monthly Board dinners, prepares invitations for new employees and faculty being promoted to attend Board dinners; plans and arranges catering for monthly Board meetings, the Board’s annual planning retreat, and meetings between the Board and elected officials.
- Prepares and distributes annual BOT meeting calendar listing monthly topics, prepares and distributes monthly Board Meeting agendas and meeting materials; attends Board meetings and records and transcribes meeting minutes; arranges orientation meeting and materials for new trustees.
- Handles all Board correspondence; renews Board subscriptions to professional periodicals; maintains Board files and State required attendance reports.
- Monitors and maintains records regarding submittal of required annual State Ethics Commission Disclosure Forms.
- Registers Trustees and coordinates Board travel to conferences and meetings; maintains and updates the Board of Trustees Policy Manual, updates Trustees listings with internal and external organizations; maintains records and processes concerning Board re-appointments.
Provides meetings support for the President’s Executive Team (ExTeam) and Senior Leadership Council (SLC):
- Prepares weekly meeting agendas and biweekly SLC meeting agendas, notifies and registers ExTeam members at College sponsored external events.
- Prepares the annual ExTeam vacation schedule, and tracks and submits biweekly absence reporting forms.
Provides support for College Commencement:
- Participates on the Graduation Committee; prepares invitation list and maintains attendance record for the guest speaker’s reception.
- Composes draft invitations and compiles letters/invitations for dignitaries and guests attending Commencement, arranges for the ordering of regalia for dignitary and guests, assists the President, Trustees, and dignitaries in preparing for and robing for Commencement.
Minimum Requirements to Perform Work
- AA degree and five-years’ administrative experience supporting an executive-level professional
- Excellent written and oral communication skills
- Proficient computer user and ability to use office application software including but not limited to Office 365, and setting up and managing virtual meetings and events
- Detail oriented – able to provide accurate and detailed oversight of office logistics
- Multi-tasking skills – able to prioritize and juggle multiple projects and meet deadlines
- Available to work occasional evenings and weekends on an infrequent basis.
- Knowledge of protocol skills, ability to handle sensitive issues with empathy and discretion, and ability to communicate in a highly ethical and professional manner while maintaining confidentiality
Preferred:
- Bachelor’s degree
- Experience at Community College or other institution of higher education
Supplemental Information
SALARY INFORMATION:
This position will be placed on the 12-month non-exempt staff salary scale at grade 13. Actual salary placement based on qualifications and experience. Position includes excellent benefits package.
PHYSICAL DEMANDS:
The work is normally sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Additionally, the following physical abilities are required:
- Hear/talk/communicate – Must be able to exchange information and communicate
- Visual Acuity - Ability to perceive or detect surroundings
- Mental Acuity – Able to focus, concentrate, understand, and convey subject matter
- Repetitive motion (i.e., keyboarding)
- Stand/sit/walk/able to move or traverse from one area to another
WORK ENVIRONMENT:
Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms; use of safe workplace practices with office equipment; computers for data entry and word processing; avoidance of trips and falls; observance of fire and building safety regulations; College policies and crisis management protocols.
TO QUALIFY FOR EMPLOYMENT, SELECTED CANDIDATES MUST:
- successfully complete a criminal background check (for designated positions)
- be able to work on campus as of the first day of employment
- be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
- be currently authorized to work in the US, as the College does not offer Visa sponsorships
Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.
Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment.