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This critical role provides comprehensive support to the university's leadership, ensuring seamless operations and effective communication within the institution.
Main Duties:- Scheduling and Calendar Management: Manage complex calendars, scheduling meetings, appointments, and events with precision.
- Document Creation and Organization: Prepare and maintain organized documents, presentations, and reports for the president.
- Communication and Correspondence: Handle correspondence, prioritizing messages and maintaining professional communication channels.
- Travel Arrangements: Coordinate travel plans and accommodations for senior leadership.
- Liaison Role: Serve as a liaison between internal and external stakeholders, ensuring seamless collaboration.
- Drafting and Composition: Draft communications, speeches, and materials on behalf of the president, showcasing exceptional writing skills.
- Confidentiality and Discretion: Uphold confidentiality in handling sensitive information and maintaining professional discretion.
- Board Meeting Preparation: Organize and prepare materials for board meetings and strategic events.
- Meeting Minutes: Take and distribute meeting minutes as needed, ensuring accuracy and timeliness.
- Action Item Follow-up: Ensure timely follow-up on action items from meetings involving the president.
- Special Projects: Oversee special projects and initiatives at the request of the president, demonstrating project management expertise.
- Progress Monitoring: Track progress, meet deadlines, and report outcomes, showcasing analytical and problem-solving skills.
- Event Planning: Plan and execute university events such as alumni gatherings, donor meetings, and public lectures, ensuring successful execution.
- Schedule Alignment: Ensure the president's involvement aligns with their schedule, prioritizing time-sensitive commitments.
- Financial Management: Assist with managing budgets for the office, ensuring fiscal responsibility.
- Resource Allocation: Effectively allocate resources and track expenditures, promoting efficient operations.
- Organizational Abilities: Manage multiple tasks, handle complex schedules, and maintain smooth operations, ensuring exceptional productivity.
- Communication Expertise: Possess strong written and verbal skills for crafting compelling correspondence and reports.
- Meticulous Attention: Review documents, take accurate minutes, and manage calendars without missing critical details.
- Critical Thinking: Anticipate issues and proactively solve problems to maintain operational efficiency.
- Professionalism and Discretion: Handle sensitive or confidential information with utmost professionalism and discretion.
- Technical Proficiency: Demonstrate familiarity with office software, scheduling tools, and communication platforms.
- Nurturing Relationships: Foster strong relationships with faculty, staff, students, and external partners, promoting collaborative environments.
Educational Background & Experience: A degree in business administration, public administration, or a related field is often preferred. Experience in administrative support, particularly in higher education, is highly valued. Experience working with executive-level leadership and managing high-pressure situations demands adaptability, professionalism, and the ability to balance routine tasks and strategic responsibilities.
