Code
5142
PCLS
N3012
Pay Grade
130
Exempt
Yes
ORP
No
EEO Code
3
Title
Executive Assistant to the President
Description

The Executive Assistant to the President relieves the President of operational and administrative details and performs diverse, highly responsible, complex, and non-supervised administrative and office management functions. The individual must maintain knowledge of University policies, procedures, and operations and understand the University's role within the community. The Executive Assistant to the President has recurring contact with senior administrators and executives, public and private officials, the media, students, and parents. The Executive Assistant to the President exercises initiative and independent judgment in managing the President's schedule and the office's activities, events, budgets, and projects. The Executive Assistant to the President represents the division in coordinating events, processes, and projects with key units of the University. The Executive Assistant to the President uses discretion in disseminating information to faculty, students, staff, and the various publics served by the University and coordinates activities with several subordinate administrative units of the University. Reports to the Chief of Staff.

Examples

·        Facilitates the efficient utilization of the President's time through developing and coordinating a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups. Promotes a positive image of the University by greeting and receiving visitors to the President's Office as needed, responding to inquiries from the University publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), referring inquiries or problems to the appropriate office or person, resolving issues, and following up to determine the inquirer's satisfaction with the response. Safeguards the confidentiality of University administration by exercising discretion in communicating information to faculty, students, staff, and the various publics served by the University and in handling administrative records, files, and similar confidential items. Coordinates incoming and outgoing communications flow by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications. Assists the President in oversight functions by reviewing and monitoring University personnel action forms and reviewing correspondence and documents prepared by other offices for the President's signature. Serves as liaison between the President and Administrative Council and assists in developing and distributing Administrative Council agendas and minutes. Oversees events coordination and facilitates the success of events hosted by the President's Office by scheduling events with appropriate offices and agencies, advising/contacting participants or guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events. Trains and directly oversees the daily work of administrative assistants/student workers employed in the President’s Office. Performs office management responsibilities by assuring the proper accountability of university property and equipment assigned to the office, providing office personnel with necessary supplies and equipment, and maintaining office equipment in working condition. Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with stakeholders. Facilitates efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers. Prepares or oversees the preparation of correspondence for distribution or approval and signature, checking the documents for completeness and accuracy. Assists with the development and management of the budgets under the control of the President's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, and completing budget transfers. Prepares or oversees the preparation of contracts that originate in the President’s Office. Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed. Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training or courses as required by the President. Contributes to the University's overall success by performing other essential duties and responsibilities as assigned.

Physical Condition
Experience

Five years of increasingly responsible secretarial or administrative support experience must include an extensive knowledge of general office procedures and practices. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred.

 

Knowledge

Excellent verbal, written, and communication skills are required, i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations. A precise command of grammar, punctuation, spelling, and correct English language usage is required. Attention to detail and adeptness with multitasking are required. Computer literacy is required and includes keyboarding ability and proficiency with word processing, spreadsheets, and presentation software. Excellent organizational skills are required. Must be able to work independently, use initiative, and make substantive decisions quickly

Education

 A college degree is preferred. An equivalent combination of years of experience and education may be considered to substitute educational requirements.

Additional Requirements

Requires the ability to work well with diverse populations and maintain positive working relationships with students, faculty, staff, and the community. Must adhere to University’s core values: People-Centered, Community, Integrity, Visionary, and Connections, per the MSU Texas Values Journey. Professionalism and confidentiality are required. Customer-service focused, favorably representing the university at all times. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements  *Regular reliable attendance is required. *This position is designated as security sensitive (Mod) and requires a criminal background check.

Standard Requirements

Requires the ability to maintain positive working relationships with students, faculty, staff, and the community. Must adhere to University’s core values: People-Centered, Community, Integrity, Visionary, and Connections, per the MSU Texas Values Journey. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements. Regular reliable attendance is required.

This position is designated as security sensitive (Mod) and requires a criminal background check. Position is designated as a Responsible Employee as outlined by Title IX. May serve as Campus Security Authority as outlined by the Clery Act.

Last Updated 06-13-2023