Code
5142
PCLS
N3012
Pay Grade
124
Exempt
Yes
ORP
No
EEO Code
3
Title
Executive Assistant to the President
Description

Responsible to the University President for a broad and complex set of assignments, the Executive Assistant plays a key role in daily operations related to the duties of the University President. The position provides administrative support for the President's activities in a manner that reflects the President's priorities and the University's mission, vision, and values. Such support includes planning, organizing, and performing a variety of complex technical, clerical, and administrative duties. The Executive Assistant oversees the day-to-day operation of the Office of the President, maintains an overall standard of excellence in the office, and manages fiscal and other operations of the office, including supervising employees as needed. The position is responsible for coordinating all university presidential events, including but not limited to campus events, donor events, community events, and Texas Tech University System events. The Executive Assistant performs other related duties as assigned and handles all matters with the utmost confidentiality, diplomacy, and tact.  This individual prepares Cabinet meeting agendas, and Administrative Council agendas and minutes and handles travel arrangements and itineraries for Cabinet-level position applicants.  This position oversees expenditures and reconciliation of all fiscal accounts under the Office of the President, including maintenance & operating accounts, donor-funded accounts, and institutional membership accounts.  

Examples

Composes letters for the President's signature and drafts emails for distribution as requested. Processes the President's routine and confidential correspondence. Edits and proofreads documents and makes recommendations to the President. Maintains the President's calendar, organizes travel, and coordinates events as needed. Designs and prepares reports and presentations. Maintains office files for security and availability. Responsible for the financial management of President's Office accounts and maintaining the President's Office and related web pages.

Physical Condition
Experience

Should have considerable progressively responsible experience in general office practices and procedures, including some administrative work and personnel supervision. Performs specialized tasks requiring a high level of skill in word processing, PowerPoint presentations, taking minutes, and preparing reports. Experience and skill in the use of personal computers, Microsoft programs, and other office equipment. Experience with Banner by Ellucian (higher education software) and Raiser's Edge (Donor Management software) is not required but will be considered positively. Previous academic-related college or university experience preferred.

Knowledge

Working knowledge of business English, spelling, and punctuation. Thorough knowledge of modern office practices, procedures, and equipment. Excellent computer skills and knowledge of Microsoft Office software, Word, Excel, PowerPoint, and Outlook. Ability to type, maintain files, and prepare reports and presentations of a complex nature.

Education

College degree preferred; high school graduation supplemented with college coursework and heavy experience in the specific job areas is acceptable.

Additional Requirements

Requires the ability to work well with diverse populations and maintain positive working relationships with students, faculty, staff, and the community. The ideal candidate will possess a professional and collaborative approach to their work. Effective communication and interpersonal skills, both verbal and written, and the ability to prioritize and work under tight deadlines are essential to success in the role. Must be able to remain flexible, proactive, resourceful, and efficient in a fast-paced environment and maintain a welcoming and professional demeanor. Must be well organized and able to work independently on difficult or multifaceted assignments involving multiple offices and areas. Must have the ability to establish and maintain effective working relations with faculty, staff, students, and the general public. Professionalism and confidentiality are required. *Regular reliable attendance is required. *This position is designated as security sensitive (mod) and requires a criminal background check.

Last Updated 10-23-2018