What are the responsibilities and job description for the Executive Assistant to the President position at Queens University Of Charlotte?
Summary: The Executive Assistant to the President is a full-time, benefits-eligible position responsible for ensuring the efficiency and effectiveness of the President’s Office. Reporting directly to the President, this position provides executive support in a one-on-one working relationship. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. This position is exempt from provisions of the Fair Labor Standards Act (FLSA) and is not eligible to earn overtime pay for hours worked above 40 in a single work week.
Essential Roles and Responsibilities include:
Executive Support
- Completes a broad variety of administrative tasks for the President including managing an extremely fluid calendar of appointments; maintaining daily event files, completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Strategically manages the President’s schedule to ensure the utmost in efficiency and effectiveness; serve as “gatekeeper” and “gateway” role.
- Communicates directly, and on behalf of the President, with board members, donors, senior leadership staff, and others, on matters related to President’s programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President’s Office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff, faculty and students.
- Works closely and effectively with the President to keep him well-informed of upcoming commitments and responsibilities, with appropriate follow up. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the President updated.
- Strategically prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Manage the President’s volunteer and academic board memberships and participation.
Board of Trustees Support
- Maintains discretion and confidentiality in relationships with all board members.
- Assists with preparation of board materials.
- Attends all board meetings and social activities and serves as scribe for meeting minutes.
Senior Leadership / President’s Cabinet Liaison
- Schedules weekly meetings for the senior leadership team and individual one-on-one bi-weekly meetings with the President.
- Assists in coordinating the agenda for the senior management team and President’s Cabinet meetings and off-site retreats and records meeting notes for President’s Cabinet.
- Convenes and coordinates communication with senior level administrative assistants.
President’s Office Management
- Primary point of contact for internal and external visitors on all matters pertaining to the office of the President
- Responds to and makes telephone calls for the President’s Office and ensures phone coverage is provided during normal business hours (8:30 a.m.-5:00 p.m.).
- Completes administrative tasks, including correspondence, daily folders and background research on all incoming visitors.
- Prepares and distributes Presidential contact reports.
- Manages the President’s Office budget – manages payments to vendors, prepares credit card statements, office supplies, Myers Park Country Club invoices, register and payment for all conferences, sponsored tables, etc.; serves as the contact for vendors (Coke, FSI, etc.)
- Schedules and organizes meetings and reservations by handling all preparation and follow up pertaining to presidential catering, parking, profiles requests and meeting confirmations.
- Serves as liaison for Tyson House – responds to campus service requests, any preparation required for university events at the house and work with family members to ensure all is done in a timely manner.
- Serves on the Commencement Planning Team; manages some Commencement activities.
Non-Essential Duties:
- Other duties and special projects may be assigned to meet department and university needs.
Experience, Knowledge and Skills Required:
- Expertise in Microsoft Office suite, particularly Outlook, Excel, Word, and PowerPoint.
- Must have proven ability to maintain or exercise considerable tact, judgment and diplomacy while maintaining exemplary poise and a professional image at all times.
- Ability to use discretion when dealing with sensitive, confidential materials.
- Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands and constantly changing priorities.
- Must possess a strong work ethic and a good sense of humor.
- Proven ability in taking initiative and works well under pressure.
- Strong interpersonal skills with the ability to deal effectively with all levels within the University.
- Maintain the utmost discretion and integrity, especially pertaining to confidential matters.
- Strong customer service orientation and commitment to the University’s inclusive mission.
- Excellent verbal and written communication skills.
- Excellent attention to detail and follow-through with the ability to plan, organize and control large and small projects through to completion.
- Flexibility to regularly work evenings and weekends as needed.
- Proven ability to work independently and as part of a team.
- Bachelor’s degree preferred and minimum of 3 years of relevant experience, preferably in higher education.
Application Process
Does this sound like a position of interest? Please submit the following items:
- A cover letter addressing the position qualifications and experience
- Current résumé
- Salary requirements
Applications received by September 18, 2026, will receive first consideration. Queens will continue to accept applications until the position is filled.
About Queens University of Charlotte and Elon University
Located in the heart of one of the nation's fastest-growing metropolitan regions, Queens University of Charlotte has a long-standing commitment to academic excellence, student-centered learning, and global engagement — supported by dedicated international student services. At Elon University, global engagement is embedded in the core curriculum as a graduation requirement, making international student services integral to the university's educational mission.
As Queens and Elon University move toward a shared future, the institutions are building upon their respective strengths to create expanded opportunities for students, faculty, and staff. Drawing on the expertise of Queens' Pulliam Center for International Education and Elon's Isabella Cannon Global Education Center, this partnership is advancing an integrated vision for global education, international student support, and intercultural engagement that prepares students to thrive in an increasingly interconnected world.
Queens University of Charlotte is an equal opportunity employer and is firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sex, sexual orientation, gender identity or expression, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs.
Nothing in this job description restricts the university’s right to assign or reassign duties and responsibilities to this job at any time; this description reflects the university’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; this job description is subject to change at any time.