Executive Assistant jobs in Norfolk, NE

SUMMARY:

The Executive Assistant to the President is a highly visible and impactful role that provides support to the President and ensures the seamless execution of the office's administrative functions. Reporting directly to the President, the Executive Assistant to the President works closely with the President, the President’s leadership team, and the Board of Trustees; performs diverse, non-supervised, highly responsible, and confidential duties; and interacts with various internal and external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Facilitates the efficient utilization of the President’s time through developing and coordinating a calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.
• Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff, and the various publics served by the University and in handling administrative records, files, and similar confidential items.
• Provide a "gatekeeper" role for the President’s office, providing a bridge for smooth communication and demonstrating leadership to maintain credibility, trust, and support with stakeholders.
• Serves as a liaison between the President, the President’s Cabinet, other University administrators, members of the Board of Trustees, public and private officials, faculty, staff, students, and organizations by communicating and/or interpreting policy, decisions, and documents issued by the University, gathering, and providing information to the President, and representing the President’s Office on select University committees.
• Provides support to the Board of Trustees. Arrange and handle all logistics for Board meetings and events: schedule meetings; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adheres to compliance with applicable rules and regulations set in the bylaws regarding Board matters.
• Assists with developing and managing the budget under the President’s Office's control by maintaining budget records, processing invoices, and reconciling and verifying vouchers and receipts for accuracy.
• Coordinates and facilitates the success of events hosted by the President’s office and coordinates activities with departments of the University.
• Thoroughly knows University policies, procedures, and operations and understands the University’s role within the community.
• Promotes a positive image of the University by greeting and receiving visitors to the President’s office and the campus and responding to inquiries from internal and external stakeholders.
• Review and monitor correspondence and documents received for the President’s signature; prepare correspondence for distribution or approval and signature, check the documents for completeness and accuracy; and coordinate the flow of communications to the President’s office.
• Works independently with limited supervision by gathering and organizing required information, maintaining required records, and evaluating approaches to complete projects.
• Facilities efficient and cost-effective official travel for the President by making travel arrangements and preparing associated approval forms and expense reports for travel.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills for engaging with people of other cultures or backgrounds.
• Contributes to the University's overall success by performing other essential duties and responsibilities as assigned.
• Available at the Administration's request after hours or on weekends as needed.
• Other duties as assigned or apparent.

EDUCATION and/or EXPERIENCE:

• A bachelor’s degree from a four-year college or university is preferred
• Five (5) or more years of executive administrative assistant experience is required.

ESSENTIAL SKILLS:

• Excellent verbal, written, and communication skills are required, i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.
• A precise command of grammar, punctuation, spelling, and the correct English language usage is required.
• Attention to detail is vital.
• Adeptness with multitasking is extremely important.
• Computer literacy is required, and proficiency with Microsoft Office 365 (word processing, spreadsheets, presentation software, and Outlook calendar) is also required.
• Excellent organizational skills are necessary.
• Must be able to work independently, use initiative, and make substantive decisions quickly.
• Must possess the ability to relate to others and to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds.

PHYSICAL DEMANDS:

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

EEO/AA

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Executive Administrative Assistant: 5 years (Required)

Work Location: In person