Executive to President

The Executive Assistant to the President oversees the Office of the President and performs advanced secretarial duties in support of the President of the College. Most office work is self-directed but the position is directly supervised by the President.

• Maintains calendar of events for the President including scheduling appointments and coordinating meeting engagements; makes travel arrangements, including hotel, airline, etc, and files travel reimbursement reports connected to the travel.
• Performs receptionist duties such as greeting and screening visitors, answering inquiries, screening telephone calls, and routing incoming telephone calls, mail, and email.
• Prepares A&M Board agenda for mailing and presentation at scheduled A&M Board meetings.
• Must be cognizant and familiar with the policies and procedures of the A&M Board of Regents as well as the Oklahoma State Regents for Higher Education.
• Establishes and maintains filing and recordkeeping system for departmental records; maintains all office files.
• Takes dictation and transcribes letters, reports, memoranda, etc. Types and disseminates requisitions, memos, letters, minutes, reports, and other miscellaneous correspondence.
• Schedules meetings of various councils of which the President is a member or serves as chair.
• Records and prepares minutes of the various committees or councils on which the President chairs or serves as a member.
• Works with the President to prioritize various meetings.
• Performs routine administrative tasks related to the area of responsibility of supervisor.
• Maintains stock of office supplies, including monitoring inventory and reordering as required. Orders supplies, publications, and members for the Office of the President.
• Responsible for setting up meetings and meeting rooms as well as preparing material for the meetings.
• Responsible for scheduling the President’s Conference Room.
• Supervises student workers.
• Performs research in support of the President including locating legal documents, Governing Board information, including mailing address information.
• Supervises the scheduling of receptions, luncheons and dinners hosted by the President, including menu planning, room scheduling, and preparation of catering requests.
• Maintains budget reconciliations for all office accounts.
• PTK Induction. Mails invitations to students and their families, makes arrangements with Food Services Department; prepares the Honors Banquet program for printing.
• Employee Salary Information and Letters of Employment. Prepares annual listing of employee salaries for reporting to the A&M Board of Regents in June of each year. Prepares employee letters of employment.
• College Fleet. receives all requests for college vehicle usage, checks for appropriate signatures, sends a copy to the maintenance secretary and maintains files of these requests.
• Assists Director of Public Information with preparation of various publications and with proofreading documents submitted for printing.
• All other duties as assigned by President.

• Associate’s degree in business or office management preferred; six years of experience in executive secretarial position preferred.
• Knowledge of English, grammar, punctuation and various forms of correspondence. Ability to communicate effectively, both orally and in writing.
• Knowledge of computer software such as Microsoft Office, Microsoft Excel, Power Point, etc.
• Knowledge of office equipment such as computers, copiers, scanners, fax machines, etc.
• Ability to exercise important human relations skills in establishing and maintaining effective working relations with the College and community.

Resumes or other supplemental material cannot be substituted for any part of the application. Application can be found online at http://(Use the "Apply for this Job" box below). . Please submit it along with your resume or mail to: NEO A&M College, Human Resources, 200 I Street NE, Miami, OK 74354. AA/EOE

The College has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by the supervisors as deemed appropriate.

This document does not represent a contract of employment, and the College reserves the right to change this job description and/or assign tasks for the employee to perform, as the College may deem appropriate.