Executive Asst. to the President & Asst. Secretary to the Board of Trustees
Hackettstown, NJ Hackettstown, NJ Full-time Full-time Estimated:
$76K - $96.
2K a year Estimated:
$76K - $96.
2K a year 22 hours ago 22 hours ago 22 hours ago Executive Assistant to the President and Assistant Secretary to the Board of Trustees JOB SUMMARY :
Under the supervision of the President, the Executive Assistant provides and coordinates executive-level support to facilitate the leadership and decision making roles of the President; serves as a liaison between the President's Office, the Board of Trustees and the University-at-large; independently performs a variety of administrative staff support duties that require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment; provides and coordinates various support services to the Board of Trustees; maintains and promotes a cooperative, collaborative, customer-focused work environment and effective communication between the Office of the President and members of the public and the organization as a whole.
The University reserves the right to change or assign other duties to this position.
JOB ACCOUNTABILITIES 1.
Manages the day-to-day administrative affairs of the President's Office; scheduling all appointments, conferences and speaking engagements and other commitments; handles changes or cancellations as deemed necessary and/or appropriate; provides the President with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements; coordinates with other departments as necessary for speeches and communications for preparation of specific engagements; and maintains and tracks detailed priority list of projects and engagements.
2.
Screens incoming communications (calls, e-mails, etc.
) to the President, determining nature of the communication and best disposition of the communication; takes messages and maintains contact lists, and whenever possible, responds to the communication directly based on knowledge of the President's preferences, office functions, policy, priorities and availability or makes sure the communication is served by the appropriate transfer to another department.
3.
Processes all incoming correspondence received in the Office of the President, prioritizing and determining its disposition; directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply; determines which correspondence can be handled by self and takes initiative in drafting responses for the President's signature based on knowledge of his activities, interests, priorities, and issues.
Follows same procedures for electronic mail.
4.
Prepares reports for the President by collecting and analyzing information.
5.
Handles confidential and sensitive information with poise, tact, and diplomacy.
6.
Maintains and oversees archive of office documents, agreements, minutes, and office materials.
7.
Schedules and organizes all activities such as meetings, travel, lodging, car services, and associated activities for the President.
8.
Greets and manages all visitors and guests and ensures all of their needs are handled for the duration of their stay.
9.
Facilitates the success of events hosted by the President's office by scheduling events with appropriate offices and agencies; advising/contacting participants or invited guests; preparing agendas and programs; arranging for audiovisual and associated support equipment; using independent judgment regarding event alternatives, modifications, or last-minute changes; and coordinating or providing support during the events.
Serves the Board of Trustees as its Assistant Secretary by:
Assembling and preparing materials for Board of Trustees meetings or electronic conferences.
Attending all Board of Trustees regular and special-called meetings.
Maintaining Board minutes and oversees archive of minutes and materials for the Board of Trustees.
Overseeing the calendar for the Board of Trustees including scheduling of meetings at request of the Board Chair; coordinating travel arrangements for board members to meeting locations and from hotel to meeting location; and, submits trustee reimbursement of expenses to the Business Office.
Planning the Board's meals and receptions; selects menus and coordinates catering arrangements; selects meeting rooms for Board activities and meetings.
Facilitating the success of events hosted by the Board of Trustees by scheduling events with the Board Chair and President; contacting participants or invited guests; preparing agendas and programs; arranging for audiovisual and associated support equipment; using independent judgment regarding event alternatives, modifications, or last-minute changes; and, coordinating or providing support during the events.
Supports Compliance by maintaining:
Documents for state and federal regulations All updates for the compliance baseline document and schedules follow up meetings with all constituents Supports the Vice President for University Advancement by:
maintaining contracts for vendors/department expenses (budget/tracking invoices) processing of purchase orders, check requests and office billing other support as necessary QUALIFICATIONS Three (3) to Five (5) years of experience Proficient in Microsoft Office Suite Excellent written and oral communication skills Ability to learn new software applications quickly EDUCATION/SPECIALIZED KNOWLEDGE/PROFESSIONAL CERTIFICATIONS Required:
Bachelor's Degree Preferred:
Previous experience in higher education WORKING CONDITIONS Are there particular working conditions associated with the position that should be noted (working environment, hours of work, workspace, etc.
) ? Yes ? No If yes, please explain:
Ability to sit and work at a computer for lengths at a time On call 24/7 for remote conduit of responsibilities For more information about working at Centenary, please visit our website https:
//www.
centenaryuniversity.
edu/human-resources/information-for-prospective-employees/ Job Type:
Full-time
Benefits:
Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Ability to commute/relocate:
Hackettstown, NJ 07840:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Microsoft Excel:
1 year (Preferred) Microsoft Powerpoint:
1 year (Preferred) Work Location:
In person Assembling and preparing materials for Board of Trustees meetings or electronic conferences.
Attending all Board of Trustees regular and special-called meetings.
Maintaining Board minutes and oversees archive of minutes and materials for the Board of Trustees.
Overseeing the calendar for the Board of Trustees including scheduling of meetings at request of the Board Chair; coordinating travel arrangements for board members to meeting locations and from hotel to meeting location; and, submits trustee reimbursement of expenses to the Business Office.
Planning the Board's meals and receptions; selects menus and coordinates catering arrangements; selects meeting rooms for Board activities and meetings.
Facilitating the success of events hosted by the Board of Trustees by scheduling events with the Board Chair and President; contacting participants or invited guests; preparing agendas and programs; arranging for audiovisual and associated support equipment; using independent judgment regarding event alternatives, modifications, or last-minute changes; and, coordinating or providing support during the events.
Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Hackettstown, NJ 07840:
Reliably commute or planning to relocate before starting work (Required) Microsoft Excel:
1 year (Preferred) Microsoft Powerpoint:
1 year (Preferred).
Estimated Salary: $20 to $28 per hour based on qualifications.
$76K - $96.
2K a year Estimated:
$76K - $96.
2K a year 22 hours ago 22 hours ago 22 hours ago Executive Assistant to the President and Assistant Secretary to the Board of Trustees JOB SUMMARY :
Under the supervision of the President, the Executive Assistant provides and coordinates executive-level support to facilitate the leadership and decision making roles of the President; serves as a liaison between the President's Office, the Board of Trustees and the University-at-large; independently performs a variety of administrative staff support duties that require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment; provides and coordinates various support services to the Board of Trustees; maintains and promotes a cooperative, collaborative, customer-focused work environment and effective communication between the Office of the President and members of the public and the organization as a whole.
The University reserves the right to change or assign other duties to this position.
JOB ACCOUNTABILITIES 1.
Manages the day-to-day administrative affairs of the President's Office; scheduling all appointments, conferences and speaking engagements and other commitments; handles changes or cancellations as deemed necessary and/or appropriate; provides the President with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements; coordinates with other departments as necessary for speeches and communications for preparation of specific engagements; and maintains and tracks detailed priority list of projects and engagements.
2.
Screens incoming communications (calls, e-mails, etc.
) to the President, determining nature of the communication and best disposition of the communication; takes messages and maintains contact lists, and whenever possible, responds to the communication directly based on knowledge of the President's preferences, office functions, policy, priorities and availability or makes sure the communication is served by the appropriate transfer to another department.
3.
Processes all incoming correspondence received in the Office of the President, prioritizing and determining its disposition; directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply; determines which correspondence can be handled by self and takes initiative in drafting responses for the President's signature based on knowledge of his activities, interests, priorities, and issues.
Follows same procedures for electronic mail.
4.
Prepares reports for the President by collecting and analyzing information.
5.
Handles confidential and sensitive information with poise, tact, and diplomacy.
6.
Maintains and oversees archive of office documents, agreements, minutes, and office materials.
7.
Schedules and organizes all activities such as meetings, travel, lodging, car services, and associated activities for the President.
8.
Greets and manages all visitors and guests and ensures all of their needs are handled for the duration of their stay.
9.
Facilitates the success of events hosted by the President's office by scheduling events with appropriate offices and agencies; advising/contacting participants or invited guests; preparing agendas and programs; arranging for audiovisual and associated support equipment; using independent judgment regarding event alternatives, modifications, or last-minute changes; and coordinating or providing support during the events.
Serves the Board of Trustees as its Assistant Secretary by:
Assembling and preparing materials for Board of Trustees meetings or electronic conferences.
Attending all Board of Trustees regular and special-called meetings.
Maintaining Board minutes and oversees archive of minutes and materials for the Board of Trustees.
Overseeing the calendar for the Board of Trustees including scheduling of meetings at request of the Board Chair; coordinating travel arrangements for board members to meeting locations and from hotel to meeting location; and, submits trustee reimbursement of expenses to the Business Office.
Planning the Board's meals and receptions; selects menus and coordinates catering arrangements; selects meeting rooms for Board activities and meetings.
Facilitating the success of events hosted by the Board of Trustees by scheduling events with the Board Chair and President; contacting participants or invited guests; preparing agendas and programs; arranging for audiovisual and associated support equipment; using independent judgment regarding event alternatives, modifications, or last-minute changes; and, coordinating or providing support during the events.
Supports Compliance by maintaining:
Documents for state and federal regulations All updates for the compliance baseline document and schedules follow up meetings with all constituents Supports the Vice President for University Advancement by:
maintaining contracts for vendors/department expenses (budget/tracking invoices) processing of purchase orders, check requests and office billing other support as necessary QUALIFICATIONS Three (3) to Five (5) years of experience Proficient in Microsoft Office Suite Excellent written and oral communication skills Ability to learn new software applications quickly EDUCATION/SPECIALIZED KNOWLEDGE/PROFESSIONAL CERTIFICATIONS Required:
Bachelor's Degree Preferred:
Previous experience in higher education WORKING CONDITIONS Are there particular working conditions associated with the position that should be noted (working environment, hours of work, workspace, etc.
) ? Yes ? No If yes, please explain:
Ability to sit and work at a computer for lengths at a time On call 24/7 for remote conduit of responsibilities For more information about working at Centenary, please visit our website https:
//www.
centenaryuniversity.
edu/human-resources/information-for-prospective-employees/ Job Type:
Full-time
Benefits:
Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Ability to commute/relocate:
Hackettstown, NJ 07840:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Microsoft Excel:
1 year (Preferred) Microsoft Powerpoint:
1 year (Preferred) Work Location:
In person Assembling and preparing materials for Board of Trustees meetings or electronic conferences.
Attending all Board of Trustees regular and special-called meetings.
Maintaining Board minutes and oversees archive of minutes and materials for the Board of Trustees.
Overseeing the calendar for the Board of Trustees including scheduling of meetings at request of the Board Chair; coordinating travel arrangements for board members to meeting locations and from hotel to meeting location; and, submits trustee reimbursement of expenses to the Business Office.
Planning the Board's meals and receptions; selects menus and coordinates catering arrangements; selects meeting rooms for Board activities and meetings.
Facilitating the success of events hosted by the Board of Trustees by scheduling events with the Board Chair and President; contacting participants or invited guests; preparing agendas and programs; arranging for audiovisual and associated support equipment; using independent judgment regarding event alternatives, modifications, or last-minute changes; and, coordinating or providing support during the events.
Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Hackettstown, NJ 07840:
Reliably commute or planning to relocate before starting work (Required) Microsoft Excel:
1 year (Preferred) Microsoft Powerpoint:
1 year (Preferred).
Estimated Salary: $20 to $28 per hour based on qualifications.
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