Executive Assistant to the President

Essential Duties and Responsibilities

• Direct the day-to-day operations of the Office of the President, ensuring efficient workflow, execution discipline, and alignment with institutional priorities.
• Manage and prioritize the President’s complex calendar, including meetings, events, travel, and strategic engagements.
• Anticipate scheduling conflicts and make judgment-based decisions on meeting priorities, stakeholder access, and adjustments to plans.
• Arranges and coordinate travel plans, including booking flights, accommodations, and transportation.
• Manage logistics and prepare materials for high-level meetings, including preparing agendas, coordinating with participants, and ensuring all necessary materials are available.
• Provides administrative and logistical support for internal/external/national boards, committees and/or councils which the President participates in.
• Performs budget-related analysis, approves and processes expenses, reconciles purchases, and presents financial information to the President to assist with ongoing management and decision making regarding the President’s Office finances and operations.
• Maintain organized files, tracking systems, and follow-up processes to ensure timely execution of key initiatives and communications.
• Interprets and advises the President on university policies and procedures.
• Anticipate emerging issues, identify risks and opportunities, and proactively develop solutions with minimal direction.
• Exercise independent judgment in prioritizing competing demands and advising the President on the optimal allocation of time, attention, and resources.
• Draft and review high-level briefing materials, talking points, presentations, reports, and analyses that inform presidential actions, communications, and institutional priorities.
• Serve as a primary point of contact and representative of the President, engaging internal and external stakeholders with authority, professionalism, and discretion.
• Screen, prioritize, and respond to communications, often acting decisively on behalf of the President.
• Draft and coordinate high-level correspondence with senior leadership, deans, faculty, staff, students, trustees, donors, community partners, and other external stakeholders.
• Prepare and advise the President in participation regarding university events, donor meetings, community engagements, external speaking opportunities, and public appearances.
• Maintain strict confidentiality and handle sensitive institutional information with the highest level of discretion.
• Coordinate complex projects, events, and institutional initiatives that span multiple divisions and stakeholders.
• Track action items, align stakeholders, and ensure timely follow-up across leadership teams.
• Address complex inquiries or concerns escalated to the President, independently resolving or triaging issues as appropriate.
• Assist with research and prepare detailed reports to support executive decision-making processes.
• Plans and executes senior leader college/division wide events, meetings, retreats, and staff meetings.
• Provide overall management and coordination of events at Liberty Hill
• Performs other duties as assigned

Knowledge, Skills, and Abilities

• Knowledge of office management, administrative procedures and policies, and university operations to ensure effective workflow and coordination
• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records.
• Knowledge of financial systems and budget tracking processes for maintaining expense reports and processing invoices.
• Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders with complex calendars.
• Skill in drafting and preparing professional documents, presentations, and communications.
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment while maintaining attention to detail.
• Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards.
• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards.

Minimum Education and Experience

• Bachelor’s degree in related field
• 7 years of related experience
• Equivalent combination of experience and education may be considered

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