What are the responsibilities and job description for the Executive Administrator to the President-AS1252P position at Mississippi Gulf Coast Community College?
This position is for an Exectutive Administrator to the President with an educational institution in Perkinston, MS.
Job Description: The Executive Administrator to the President provides high-level administrative support in all college, business, and community relations and oversees the daily operations of the Office of the President. The position requires strong judgment, discretion, and organizational skills in managing complex tasks and coordinating institutional priorities. The Executive Administrator works collaboratively with the institution's Vice Presidents and reports directly to the President.
Job Duties
**College, Business, and Community Liaison / Public Relations:**
(M1) Bachelor's degree in Business Administration with one to two years of related experience or Associate degree with three to five years of related experience.
(M2) Experience in maintaining databases and comprehensive recordkeeping systems.
(M3) Proficiency in Microsoft Suite and Outlook.
(M4) Excellent written, interpersonal, and oral communication skills.
(M5) Proficiency in dictation or notetaking.
(M6) Be proactive and self-motivated with the ability to multitask and anticipate the President's needs.
Desirable Qualifications
(D1) Master's degree in related field.
(D2) Experience in a community college environment.
(D3) Proven success working collaboratively in a team setting.
(D4) Demonstrated professionalism and discretion in handling confidential information.
EEO Statement
Mississippi Gulf Coast Community College is an Equal Opportunity Employer and welcomes students and employees without regard to race, color, religion, national origin, sex, pregnancy, age, or qualified disability in its programs and activities. For further information, contact the Compliance Officer P.O. Box 609, Perkin
Job Description: The Executive Administrator to the President provides high-level administrative support in all college, business, and community relations and oversees the daily operations of the Office of the President. The position requires strong judgment, discretion, and organizational skills in managing complex tasks and coordinating institutional priorities. The Executive Administrator works collaboratively with the institution's Vice Presidents and reports directly to the President.
Job Duties
**College, Business, and Community Liaison / Public Relations:**
- Manage administrative details to support the President's focus on institutional goals.
- Prepare necessary documents and correspondence for all presidential meetings and events.
- Maintain exceptional customer service and positive public relations with all internal and external stakeholders.
- Organize and prioritize workflow, keeping projects on schedule.
- Work with the appropriate Vice President to organize legislative initiatives.
- Maintain professionalism, confidentiality, and accuracy in all communications.
- Demonstrate mindful attention to details with excellent editing and proofreading skills.
- Exhibit flexibility, independence, and strong teamwork skills.
- Travel and adjust to changing priorities as needed.
- Prepare agendas and materials for regular and special Board meetings.
- Record, prepare, and maintain official minutes and documentation.
- Coordinate travel and logistics for the President and Board members.
- Maintain trustee records, terms of office, appointments, and contact information.
- Oversee arrangements for Board meetings and other official events.
- Coordinate production of weekly Board newsletter.
- Assist in preparing reports, documentation, and other related responsibilities.
- Attend Board meetings as the official responsible for composing and preparing the official minutes.
- Arrange and order lunch for Board members and guests after each monthly meeting.
- Prepare agenda and distribute to Council members for additions and updates as necessary.
- Record and transcribe minutes, maintain action trackers, and ensure follow-up on decisions.
- Upload approved minutes and related materials to the college website.
- Work in conjunction with the administrator responsible for Institutional Relations on all correspondence, public information related to the Office of the President, special events, and media relations.
- Plan and execute presidential and college-wide special events, including ceremonies, receptions, and celebrations.
- Manage Liaison personnel and event operations as directed by the President.
- Work with college vice presidents to coordinate college-wide special events such as groundbreakings, ribbon cuttings, and special celebrations.
- Assist with special projects such as awards, recognitions, invitations, and major college celebrations.
- Maintain updated contact information for local, state, and national leaders.
- Coordinate communication and outreach to legislative officials on behalf of the President.
- Plan and organize events involving legislative and government representatives in coordination with appropriate college representatives.
- Coordinate travel arrangements for the President and travelers associated with the Office of the President.
- Secure reservations and complete paperwork for payment of charges.
- Prepare travel itineraries, trip folders, and schedules of activities.
- Ensure that travel details, schedules, and travel vouchers are completed in a timely manner.
- Reconcile the President's college-related expenditures.
- Manage the President's calendar, ensuring optimal scheduling and efficiency.
- Coordinate meeting logistics and materials.
- Prepare agendas, background materials, and follow-up documentation.
- Review weekly schedules and ensure all necessary arrangements and materials are complete.
- Compose correspondence and letters for the President's signature.
- Review correspondence for priority action.
- Handle sensitive correspondence and information with confidentiality.
- Manage recordkeeping functions and filing systems for easy retrieval of correspondence and documents.
- Implement, oversee, and maintain document imaging and digital filing systems for the Office of the President.
- Provide management and procedural oversight for the executive office.
- Respond to incoming calls and refer difficult callers to the appropriate personnel.
- Handle all communication as a representative of the President in a positive and professional manner.
- Supervise and maintain accuracy of the master contact list (VIP list).
- Provide excellent customer relations for all internal and external communications.
- Supervise and evaluate administrative support personnel.
- Manage task assignments, priorities, and productivity within the office.
- Support hiring, onboarding, and professional development of staff.
- Attend and support college events as requested.
- Participate in employee development and training as assigned by the President.
- Perform additional responsibilities as assigned by the President.
(M1) Bachelor's degree in Business Administration with one to two years of related experience or Associate degree with three to five years of related experience.
(M2) Experience in maintaining databases and comprehensive recordkeeping systems.
(M3) Proficiency in Microsoft Suite and Outlook.
(M4) Excellent written, interpersonal, and oral communication skills.
(M5) Proficiency in dictation or notetaking.
(M6) Be proactive and self-motivated with the ability to multitask and anticipate the President's needs.
Desirable Qualifications
(D1) Master's degree in related field.
(D2) Experience in a community college environment.
(D3) Proven success working collaboratively in a team setting.
(D4) Demonstrated professionalism and discretion in handling confidential information.
EEO Statement
Mississippi Gulf Coast Community College is an Equal Opportunity Employer and welcomes students and employees without regard to race, color, religion, national origin, sex, pregnancy, age, or qualified disability in its programs and activities. For further information, contact the Compliance Officer P.O. Box 609, Perkin