Executive Assistant to the President
SALARY Depends on Qualifications
LOCATION Main Campus (BG), OH
JOB TYPE Full-Time
JOB NUMBER BGSU00413
DIVISION Office of the President
DEPARTMENT Office of the President
OPENING DATE 04/17/2024
CLOSING DATE 05/02/2024
PAY GRADE 356
Position Summary
Reporting to the Chief of Staff, this position provides administrative support for the President and serves as a liaison between the President, Chief of Staff, and internal and external constituents. In addition, the EA manages scheduling, project tracking, planning and execution of meetings and tasks on behalf of the President and Chief of Staff.
As a key member of the staff in the Office of the President, the EA is responsible providing exceptional administrative support by ensuring the President is supported to focus on the highest priorities by helping with specific projects and administrative needs including meeting preparations, travel arrangements, communications and other office operational functions. The EA will also liaise with other internal areas on core projects and workstreams.
Essential Duties, Tasks and Responsibilities
COORDINATION OF ADMINISTRATIVE OPERATIONS
- Serves as the primary support to the President and Chief of Staff for all administrative and operational matters. Coordinates and manages the calendar and the daily meeting schedule. Performs highly effective calendar and schedule management, tracks agendas and discussion topics, gathers research, prepares reports, compiles background meeting materials for briefing and ensures all pertinent/relevant supporting materials are summarized, organized, and distributed prior to the meetings to ensure effective and productive use of time.
- Exercises independent judgement, provides administration to and/or manages projects involving short-term and long-term planning. Develop and track internal and external plans and timelines, set reminders, and drive processes for projects directly or indirectly responsible by the President and Chief of Staff. Organizes and manages systems for incoming requests, including document review and approval, and follow up as needed on those action items.
- Develops, distributes, and monitors timelines for the President and Chief of Staff and staff in the Office of the President. Sets short-term goals, evaluates materials for missing items, proofs and edits, and prepares/compiles information for next level/final review and/or signatures. Assists with organizing team drives and store all relevant documents.
- Primary contact for Cabinet, Executive Council and University Council, which includes scheduling, preparation of agendas, communication workflows, etc.
- Manages the daily operational responsibilities of the President and Chief of Staff, including preparation of take-home folders, background materials for the next day’s meetings, and compilation of electronic daily overview. Tracks and organizes information for the direct reports of both positions. Serves as point person of short- and long-term tasks.
EXTERNAL BOARD MANAGEMENT
- Authors, compiles, and manages communications flow to and from the President and external board and engagements. Serves as liaison and main point of contact for the various external boards the President serves on to represent the University.
- Organize sand prepares for meetings, including gathering documents and attending to logistics of meetings.
- Prepares and disseminates reports to various constituencies; independently investigates concerns and issues and provides recommendations/resolutions to the President and Chief of Staff and others. Tracks issues and requests to ensure appropriate follow-up.
SPECIAL PROJECTS
- Work on special projects as assigned by the President and/or Chief of Staff.
- Other duties as assigned.
Knowledge, Skills, Abilities
- Excellent verbal and written communications skills involving high-level and detailed communications with internal and external contacts; ability to listen, to simplify details, synthesize main points of larger documents to provide executive summaries
- Ability to manage multiple projects simultaneously, project management skills, follow-up, and follow-through skills, flexibility
- Demonstrate the ability to analyze complex information or problems in a methodical style and develop logical conclusions for establishing priorities and thus selecting the appropriate course of action.
- Knowledge of higher education operations and environments
- Demonstrated ability to take initiative, anticipate needs, act with diplomacy and tact, and exercise independent and sound judgement
- Demonstrated ability to perform at a high level and meet deadlines
- Demonstrated ability to tolerate high levels of ambiguity
- Excellent organizational skills, attention to detail required; ability to prioritize multiple requests.
- Excellent decision-making skills. Must be tactful, good listener, willingness to search out answers that might not be apparent; ability to recognize when others need to be involved in activities and decisions.
Minimum Qualifications:
The following Degree and Experience is required:
- Bachelor’s degree with 3 years of experience in positions with progressive responsibility,
- Associate’s degree with 5 years of experience in positions with progressive responsibly;
- High School Diploma/GED with 10 years of experience in positions with progressive responsibility
- Degree must be conferred at the time of application.
The following Experience is Preferred:
- Higher Education experience
The following Licensure, Certifications, or Registration is required:
- Must have and maintain a valid driver’s license and comply with the university’s vehicle use policy.
Salary
Full-time, Administrative staff position available. Administrative Grade Level 356. Salary is commensurate with education and experience. Full benefit package available.
Benefits
Bowling Green State University provides a comprehensive benefit program as part of a total compensation package. This includes medical, prescription, dental, vision, health accounts (medical & dependent), life & disability insurance, retirement plans, employee assistance program and tuition fee waivers for employees and their eligible dependents as well as paid time off, holidays and parental leave. For more information, please visit Benefits-at-a-Glance.
To Apply
For a complete job description & to apply for this position visit https://www.schooljobs.com/careers/bgsu or contact the Office of Human Resources at (419) 372-8421. BGSU. AA/EEO/Disabilities/Veterans. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421.
Why work at BGSU?
Full-time BGSU employees enjoy an array of exceptional benefits, including:
- Quality, affordable health insurance: Various coverage options available for health, vision and dental starting the first day of the month following your date of employment.
- Generous paid time off: Vacation, holidays, sick days and more.
- Excellent work life balance resources: Our Employee Assistance Program offers confidential support to employees and their eligible family members, along with ancillary programs covering identity theft, elder care, legal services and more.
- Tuition fee waivers: For eligible employees, spouses and dependent children.
- Professional development opportunities: For skills training, supervisor and leadership programs, performance management, online courses and online tools for employee growth and development.
- Parental leave: Up to five weeks of paid parental leave for full-time employees with at least 12 months of continuous service.
- Retirement: BGSU offers several options for meeting your retirement goals with a current employer contribution of up to 14% depending on the retirement program selected. Read more about the option that best fits your needs.
Learn more about Bowling Green State University and how we aspire to be the preeminent public university that creates public good in Ohio, the nation and world.
