JOB DESCRIPTION

Job Summary 

Reporting directly to the President, the Executive Assistant to the President provides high-level executive support. The position serves as the primary point of contact for internal and external clients on all matters pertaining to the Office of the President that requires a thorough knowledge of Institute policies, procedures, operations and an understanding of the Institute's role within the community. This position has recurring contact with members of the Board of Trustees, senior executives, public and private officials, the media, alumni and students. The Executive Assistant organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must enjoy working within an environment that is mission-driven, high profile, and government and military community oriented. This position works independently on projects, from conception to completion, and must be able to work under pressure and manage confidential matters with discretion and diplomacy.

Essential Functions and Responsibilities

To perform in this position successfully, the individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

• Provides broad, executive-level administrative support for the President, including but not limited to, managing schedules/calendars, screening and managing email and telephone communications, preparing and briefing the President for upcoming meetings, events, commitments, projects, composing correspondence that is confidential, and arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Facilitates efficient utilization of the President’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and Institute and community functions with individuals and groups. Prioritizes conflicting needs; handles tasks expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Serves as a liaison between the President and Institute administrators, faculty, staff, students, other institutions, and the public by creating win-win situations for direct access to the President’s time and office.
• Answers, screens, and refers emails and telephone calls. Uses discretion in assessing the priority and urgency of the messages. Researches background information to assist the President in answering questions or concerns.
• Opens, sorts, and manages personal and office mail, drafts, and proofs correspondence. Produces letters in final form following formal letter writing guidelines.
• Prepares invoices, reports, memos, letters, meeting transcriptions and other documents, using Microsoft word, excel, database, or presentation software.
• Facilitates efficient and cost-effective official travel for the President by making travel arrangements and preparing associated approval forms and expense reports.
• Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
• Safeguards the confidentiality of Institute administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by IWP and in handling administrative records, file, and similar confidential items. Maintains a strict policy of diplomacy.
• Contributes to the overall success of the Institute by performing other essential duties and responsibilities as assigned.
• Assists with special events (fundraising or cultivation) as directed.

Supervisory Responsibilities: None

QUALIFICATIONS

Knowledge, Skills and Abilities:

• Clerical: Expert knowledge of administrative and clerical procedures and systems such as Microsoft Office, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Administration and Management: Proficient knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
• Customer and Personal Service: Expert knowledge of principles and processes for providing people and personal services that includes understanding needs, meeting quality standards for services, and evaluation of customer satisfaction.
• Computers and Office Equipment: Expert knowledge of office equipment and other relevant technology (software and systems) to meet business needs.
• Expert Communication Skills: Highly skilled in communicating to information to individuals or groups; ability to deliver information suited to the characteristics and needs of the university audience. Ability to convey information clearly and concisely to groups or individuals either verbally or in writing to ensure that they understand the information and the message. Ability to listens and respond appropriately to others.
• Proficient Interpersonal Skills: Skilled in developing and maintaining effective relationships with others to encourage and support communication and teamwork. Ability to build and maintain ongoing, collaborative, working relationships with coworkers to achieve the goals of the work unit.
• Adaptability: Ability to maintain effectiveness when experiencing major changes in work tasks or the work environment.
• Stress Tolerance: Ability to deal with high-stress situations calmly and effectively.
• Written Expression: Ability to communicate information and ideas in writing effectively.

Education and Experience Requirements:

• Bachelor’s degree, preferably in a business-related field
• Minimum of five years of increasingly responsible executive administrative experience is required. 10 years of experience required at an executive support level preferred.
• Experience with CRM preferred.

Work Environment:

• General office environment with daily on-site work required.
• After hours and event support required.
• Core Hours of work and days are Monday through Friday, 9:00a.m. to 6:00 p.m. This role requires work schedule flexibility based on the Institute’s events and student needs.
• Travel: This position is required to travel up to 20% of working time.