Executive Assistant to the President and Assistant to the Board of Trustees in Office of the President
Executive Assistant to the President and Assistant to the Board of Trustees
Starting Date:Open until filled.
Reporting to the President, the Executive Assistant provides administrative oversight of the operations of the Office; supports and assists the President in all aspects of the office; supports the Board of Trustees; facilitates the overall operation and efficiency of the Office; provides general administrative / clerical support; and, manages the business of the President’s Office. The Executive Assistant is the primary point of contact between the Office, the University community and external constituents.
- Performs administrative and organizational duties as required for the efficient operation of the office of the president. (Scheduling appointments and meetings, handling phone calls and e-mails, filing, copying, composing and typing correspondence, researching information, etc.).
- Coordinates details of the president’s daily calendar including speaking and travel schedules.
- Anticipates and addresses needs of the president in preparation for meetings. (i.e. meeting topics and agendas, expectations for the president in attending a meeting, updated donor profiles, prospect background information, etc.).
- Collaborates with the University Advancement team to maximize the president’s fund-raising efforts. This will require making personal phone calls to prospective donors; collaborating with the Manager of Development Research to provide preliminary donor / prospect research for the president in advance of donor / prospect meetings; participation in event /meeting planning as assigned; and, performing other fund-raising related duties assigned by the president in collaboration with the Vice President for Advancement.
- Facilitates the president’s relationship with the Board of Trustees by assisting with all board meeting and committee agendas, meeting materials and technology needs, minutes, travel and accommodations for board members, trustee retreats and orientations, and other matters necessary for the effective functioning of the board.
- Creates templates and provides Power Point presentations for presidential reports/speaking engagements, meetings and presentations.
- Facilitates the president’s communication with faculty, staff, students, alumni, and supporters of the University. (I.e. schedules periodic Community Forums, assembles and drafts for the president periodic updates to the campus community, etc.)
- Develops and distributes agendas and meeting notes for University Collegium meetings. Coordinates the follow ups, objectives and ‘to dos’ resulting from University Collegium meetings. Tracks responsibilities and assignments requiring follow up.
- Types manuscripts, correspondence and dictation for the president. Develops ‘ready for approval’ drafts of correspondence.
- In collaboration with the University’s vice president for advancement, chief marketing officer and director of university relations, facilitates the University’s engagement with the community at large by strategically utilizing the president’s calendar in relation to community events / opportunities.
- Collaborates with appropriate University offices to organize and facilitate special events related to the Office of the President including faculty and staff Christmas function, Board Retreats, University Collegium retreats, President’s Advisory Board meetings and other special events assigned by the president.
- Attends and takes notes for University Collegium meetings, Community Forum meetings and other meetings as needed.
- Monitors the operational budgets for the Office of the President and the Board of Trustees and has a defined level of approval authority for purchase orders and check requests relevant to these cost centers.
- Tracks and reconciles monthly statement(s) of president’s expenses and associated budget lines.
- Provides monthly summary of notable issues within the Office of the President budget(s) and associated cost centers.
- Reviews and organizes the president’s mail, prepares correspondence, reports and documents as authorized by the president.
- Serve as the liaison with University Collegium members’ offices.
- Makes travel arrangements and establishes itineraries for all presidential travel coordinating as needed with the presidential spouse.
- Assembles relevant information and develops drafts for the president’s periodic updates to the Board of Trustees.
- Prepares and distributes materials for Board Committee meetings including PowerPoint presentations.
- In advance of each Board meeting, develops and circulates to the members of the University Collegium and the Board Chair a Board Preparation Time Line and preliminary Board meeting schedule.
- Serves as Recording Secretary for the plenary sessions of the Board of Trustees.
- Oversees ongoing maintenance of Board documents that are legally and/or functionally important to the operation of the University including the University By-laws, Board Handbook and Board Policy Manual (BPM).
- Serves on institutional committees as requested by the president.
- Attends University meetings and events as required.
- Assists president with special projects as assigned (i.e. Strategic Plan, Annual Report, University events, presidential guest visits to campus, presidential events at the Gatehouse, retreats, etc.).
- Serves as liaison to Advancement, University Marketing and Public Relations relating to Office of the President publications, the Office of the President web site, public relations, etc.
- Maintains strong and constructive working relationships with trustees, alumni, students, parents, university departments/offices, and outside constituents.
- Prepares ad hoc reports upon request.
- Maintains the office area in a professional manner with appropriate University materials.
- Hires, supervises and trains student workers.
- Strives to reflect the University’s Foundational Principles to co-workers and constituents.
- Fulfills other duties assigned as assigned.
Must exhibit a personal understanding of, and operate in concert with the University’s evangelical Christian mission and the Foundational Principles of the University. A bachelor’s degree is required; a master’s degree is preferred in a focus area that is applicable to this position. Five to ten years of progressive experience in assisting upper level executives, preferably in a higher education environment is desired. Proven office management skills and ability to coordinate multi-faceted projects with minimal supervision, attention to detail, excellent written and oral communication skills and a demonstrated ability in problem solving are essential.
A working knowledge of and ability to function independently with Word, Power Point, Excel, Outlook and other software applications as needed is required, the ability to master new computer-based systems promptly and proficiently is essential. In particular, must become proficient in Jenzabar – university proprietary database.
A proven ability to interact diplomatically and effectively with diverse constituents and to maintain high levels of discretion and confidentiality are essential. A demonstrated ability to collaborate with a wide range of people, a commitment to diversity, and a demonstrated ability to efficiently and effectively solve problems and initiate and implement projects independently is essential.
A current valid driver’s license is required. Some localized travel will be required. Hours per week are anticipated to vary based on the needs and requirements of the President’s Office. Evening and weekend work will be necessary at times.
About Malone University:
Malone University is a Christian university for the arts, sciences and professions, in the liberal arts tradition. The University is affiliated with the Evangelical Friends Church-Eastern Region. The students, faculty and staff represent more than 35 denominations. Total enrollment is approximately 2,250 students: 1,200 traditional undergraduates as well as adult degree-completion programs and graduate programs offering 10 master's programs.
About the Department:
A message from the President's Office at http://www.malone.edu/president/index.php.
How to Apply:
Please forward a cover letter, statement of faith, and resume with references.
Send application materials to:
By email: uhznaerfbheprf+znybar+rqh
Attn.: Director of Human Resources
2600 Cleveland Ave NW
Canton, Ohio 44709
Malone University has an established policy of equal academic and employment opportunity. This policy is applied to all qualified students, employees and applicants for admission or employment, in all university programs and activities, without unlawful discrimination based on race, color, national origin, religion, sex, age, disability, or military or veteran status. Malone University is an equal opportunity employer and encourages applications from women and minorities.