Carthage College
  • 23-Jul-2018 to 23-Sep-2018 (CST)
  • Kenosha, WI, USA
  • Full Time Employee

Executive Assistant to Carthage College President

Join the team at our beautiful lakefront campus!

JOB SUMMARY:

This position provides and directs complex executive support for the President. This support consists of advanced, diversified, and confidential administrative duties and project work, and includes meetings and other activities of the Board of Trustees and its committees. The position directs the Office of the President, employing and managing student interns, and delegating and monitoring the completion of tasks and projects. The range of responsibilities includes budget, monitoring, communications, coordination of materials and processes, event planning, logistics, project management, applying broad and comprehensive experience, skill, and knowledge of organizational policies and practices.

JOB RESPONSIBILITIES: 

  • Manage departmental calendars and ensure the effective scheduling of meetings with trustees, alumni, and friends of the College
  • Communicate with internal and external constituents on matters involving the President, frequently interacting with students, faculty, staff, and senior-level administration
  • Monitor budget and accounts, and process invoices and expense reports, for the Office of the President
  • Draft correspondence and prepare reports
  • Respond to inquiries, including those of a highly sensitive and confidential nature
  • Compile data and manage office files and records, mostly electronically
  • Develop, execute, and oversee a student intern program for the office of the President
  • Document departmental intern program for potential college-wide application
  • Act as a resource for other college offices interested in adapting intern program
  • Coordinate all aspects of the President's travel/appointment schedule, including setting appointments with trustees, alumni, parents, and friends of the College, and making travel arrangements for airlines, lodging, car rental, etc.
  • Coordinate all aspects of visits to the campus by guests of the president, including reservations for lodging, preparation of itineraries and meeting agendas and scheduling group or individual meetings with College administrators or staff
  • Compile information from divisions and departments for the Board of Trustees and various meetings of the senior staff or ad-hoc meetings as directed
  • Oversee the administration of the office, to include but not limited to, ordering stationary, business cards, stamps, envelopes, and letterhead, and other supplies
  • Attend on-campus and off-campus events that may require nights and/or weekends
  • Possible service to special committees or taskforces

MINIMUM WORK EXPERIENCE AND EDUCATION REQUIRED:

  • High school diploma plus two years of additional business, technical, or college training or equivalent combination of education and experience is required. Bachelor's degree preferred.
  • Four to six years of successful job-related experience are required, including supervisory experience
  • Prior higher education experience preferred

ADDITIONAL SKILLS AND COMPETENCIES REQUIRED:

 

Adaptability

* Demonstrates flexibility in the face of change

* Projects a positive demeanor regardless of changes in working conditions

* Shows the ability to manage multiple conflicting priorities with professional composure

Organization

* Works independently with little supervision

* Determines the appropriate allocation of time

* Effectively manages the workspace

* Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines

Proactive Anticipation of Needs

* Demonstrates the ability to foresee problems and prevent them by taking action

* Utilizes analytical skills and a broad understanding of the business to effectively interpret needs

* Takes initiative to implement changes/new ideas to advance the Office

Communication Skills

* Listens actively

* Speaks with confidence using clear, concise sentences and is easily understood

* Produces well thought-out, professional correspondence free from grammatical and spelling errors

* Thorough knowledge of business English, spelling, and grammar

* Uses high quality, professional, oral and written skills to project a positive image of the institution

Computer & Technical Skills

* Displays proficiency using standard office equipment and computer software

* Demonstrates advanced proficiency by quickly adapting to new technology, including cloud services for to-do lists, project management, and other functions, easily acquiring new technical skills

* Computational skills sufficient to perform basic accounting functions

Constituent Service

* Interacts professionally with internal and external constituents at all times

* Promptly responds to requests with accuracy and a courteous demeanor

* Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting institution-wide goals, and serves as a resource for institutional colleagues

Judgment

* Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction

* Swiftly refers problems/issues to the appropriate person(s) when necessary

* Works effectively without constant and direct supervision or guidance

* Ability to work independently and handle confidential material

Creativity

* Ability to create and build new process and procedures that fit the needs of the institution

* Ability to think outside of the box to develop solutions for complicated problems

How to Apply:

Applicants should submit a single PDF file including a cover letter, resume, and three professional references. Apply online using the link below and submit all materials through the "Resume Upload" section. Applications will be reviewed continually and the posting will remain open until filled.

About Carthage:

Founded in 1847, Carthage College combines an environment of reflection and self-discovery with a culture of high expectation, so that our students uncover and ignite their true potential. As a four-year private liberal arts college with roots in the Lutheran tradition, we place a strong emphasis on both moral and intellectual values. Our prime location in Kenosha, Wisconsin, midway between Chicago and Milwaukee, allows students the opportunity to learn in a professional context. Our beautiful campus, an 80-acre arboretum on the shore of Lake Michigan is home to 150 scholars, 2,500 full-time students, and 900 part-time students. Our rich academic experience equips students with foundational knowledge and skills, preparing graduates to be lifelong learners, and to lead meaningful, productive lives.

Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, or status as an individual with a disability.

Carthage College
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