Executive Assistant to the President - Herkimer College

Basic Function: Provide high-level executive administrative support to the president, provost, and the Board of Trustees of Herkimer County Community College. This position requires professionalism, discretion, sound judgment, and strong organizational skills. The Secretary to the President supports executive leadership, governance, and institutional operations involving confidential, legal, labor, and policy matters, and serves as a key coordination point among the President, Provost, Trustees, and external stakeholders.

Major Responsibilities:

• Provides a wide range of administrative and operational details by coordinating office procedures, managing workflow, implementing established policies, and maintaining effective working relationships across the institution.
• Manages the president's and provost's calendars, including scheduling appointments, meetings, events, and travel, while prioritizing competing demands and maintaining confidentiality.
• Maintains the @president and @academics email accounts.
• Coordinates collegewide events and room scheduling including facilities, food service, and audiovisual arrangements.
• Coordinates with the president's chief of staff and director of operations regarding visitors, callers, and correspondence to the president's and provost's offices, exercising judgment in screening, prioritizing, and routing inquiries.
• Provides switchboard coverage during staff absences to ensure continuity of campus communications and front-line responsiveness.
• Coordinates with the chief of staff and director of operations to address urgent matters during the president's/provost's absence, referring issues to delegated authority as appropriate.
• Prepares, compiles, and edits correspondence, reports, presentations, and other materials for the president's/provost's review and approval, ensuring accuracy and professional quality.
• Provides direct administrative support to the Board of Trustees, including preparing agendas and materials, coordinating logistics, facilitating communications, and maintaining official records, including attending Board meetings to record, transcribe, distribute and archive minutes and resolutions.
• Facilitates Freedom of Information Law (FOIL) requests by logging requests, coordinating document retrieval, and ensuring timely, compliant responses.
• Compiles annual operating budgets for the president's/provost's offices and Board of Trustees and approves office-related purchases.
• Assists with commencement, recognition ceremonies, and other events.
• Ensures confidentiality and quality control of all work produced by the president's/provost's offices.
• Performs other related duties as assigned.

Minimum Experience and Educational Background:

• Associate degree in a relevant field.
• Minimum of five years of executive-level administrative experience.
• Demonstrated ability to exercise sound judgment and discretion when handling highly confidential, sensitive, or legally protected information, including personnel, labor, and governance matters.
• Proven experience managing complex executive calendars, competing priorities, and high-volume workflows while meeting strict deadlines and maintaining accuracy.
• Evidence of strong organizational and prioritization skills, with the ability to anticipate needs, identify issues before they escalate, and take appropriate independent action.
• Demonstrated capacity to remain calm, tactful, and solution-oriented when handling difficult situations, interruptions, or urgent requests in a fast-paced executive environment.
• Demonstrated accountability for producing high-quality written materials, including correspondence, reports, agendas, and minutes, with minimal supervision.
• Experience working collaboratively across departments to gather information, facilitate requests, and ensure timely completion of shared responsibilities.
• Proficiency with standard office equipment and the Microsoft Office 365 Suite.

Preferred Experience and Educational Background:

• Bachelor's degree in a relevant field.
• Experience supporting senior executive leadership in a higher education, public sector, or similarly complex organizational environment.
• Experience coordinating or facilitating Freedom of Information Law requests.
• Experience working with enterprise systems such as Banner or other student information or administrative reporting systems.
• Advanced proficiency in Microsoft Excel
• Herkimer County resident

Salary range: $39,600 - $59,400