Executive Assistant to President

Job Title: Executive Assistant to the President

Department: President’s Office

Reports To: President

Salary Range: $55,000 - $60,000

FLSA Status: Exempt

Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued. Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued and lasting connections between co-workers are formed as we work together to ensure the success of our students.

Regardless of title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.

Coordinates administrative and secretarial functions of the President’s office. Performs a variety of administrative duties, including, but not limited to: maintaining Board of Trustees and Cabinet minutes, preparing for Board and Cabinet meetings, preparing letters, reports, and minutes. Schedules meetings for the University President, maintains the calendar. Coordinates special programs. Implements office procedures and performs other secretarial duties to maintain a professional office environment.

Manages a variety of general office activities by performing the following duties personally or delegating to student employees.

Includes the following. Other duties may be assigned.

• Greets visitors and directs to appropriate area or person.
• Answers and screens president's telephone calls, responds independently when possible, and arranges conference calls.
• Manages president's calendar and independently schedules appointments. Keeps Columbia Union Conference Calendar updated.
• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by the President.
• Composes and types routine correspondence. Prepares outgoing mail and correspondence, including e-mail and faxes. Responds independently to correspondence when possible.
• Makes copies of correspondence or other printed materials.
• Establishes uniform correspondence procedures and style practices.
• Organizes and maintains file system, files correspondence and other records. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of President’s office records.
• Arranges for committees which the President chairs.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings for President's Cabinet.
• Prepares agenda, notices, minutes, and corporate resolutions for Board of Trustees meetings.
• Acts as custodian of trustees’ documents and records.
• Maintains contact information with board of trustees members and accrediting agencies.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Process President’s expense reports to present to Accounting Services for reimbursement.
• Request flower arrangements, fruit baskets or dish gardens for staff and their family members during special occasions such as birth, illness or death in the family.
• Maximizes office productivity through proficient use of appropriate software applications.
• Maintains a pleasant office atmosphere for students, guests, faculty and staff.
• Supports a spirit of excellence in service.
• Attends mandatory Convocation every Wednesday.

Received: Receives direct supervision from the President

Given: None

To perform the job successfully, an individual should demonstrate the following competencies.

• Customer Service - Manages difficult or emotional customer situations;
  Responds promptly to customer needs;
  Solicits customer feedback to improve service;
  Responds to requests for service and assistance;
  Meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations;
  Listens and gets clarification;
  Responds well to questions;
  Demonstrates group presentation skills;
  Participates in meetings.
• Written Communication - Writes clearly and informatively;
  Edits work for spelling and grammar;
  Varies writing style to meet…