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Job Description Summary

JOB PURPOSE STATEMENT

The Executive Assistant to the Office of the President provides comprehensive executive-level assistance and operational management to the Office of the President by performing significant administrative responsibilities with the highest levels of professionalism, confidentiality, and integrity. The Executive Assistant directs the office’s operational, fiscal, and administrative functions; serves as the primary point of contact for internal and external constituencies on matters pertaining to the Office of the President; and serves as primary liaison to the SSU Board of Trustees. The position provides direct support to the President to move strategic initiatives forward, delivers project management oversight for key presidential priorities, and leads preparation and logistical support for high-profile meetings and events. The Executive Assistant plays a critical role in helping the President achieve maximum impact on behalf of Shawnee State University and the communities it serves.

Principal Duties and Responsibilities

FUNCTIONS

• Operational Management of the Office of the President and Executive-Level Assistance to the President and Chief of Staff
• High-Profile Meeting and Event Preparation and Logistical Support
• Budget Preparation, Monitoring, and Reporting for the Office of the President, Board of Trustees, and Chief of Staff
• Liaison to the SSU Board of Trustees and Management of All Aspects of Board Operations and Meeting Preparation
• Project Management Oversight for Key Presidential and Cabinet-Level Strategic Initiatives

• Operational Management of the Office of the President and Executive-Level Assistance to the President and Chief of Staff
  • Direct, coordinate, and execute the administrative, fiscal, and operational business of the Office of the President; maintain open and productive relationships with Cabinet, President’s
    Council, and Senior Leadership team; develop meeting agendas and ensure follow-up on actions and decisions.
  • Facilitate the strategic utilization of the President’s time through calendar management, screening meeting requests, coordinating daily schedule, providing preparatory documents,
    and serving as delegated signature authority for leave requests of President’s direct reports.
  • Exercise outstanding judgment in triaging issues, queries, decisions, and initiatives; research and analyze complex problems; provide recommendations for resolution; manage
    confidential records; draft correspondence and presentations; and interface with key internal and external partners including trustees, donors, elected officials, and civic leaders.
  • Provide supervision and training to Presidential Ambassadors, student assistants, and/or interns; serve as resource to General Counsel and Chiefs/Vice Presidents’ staff on policy,
    procedures, and Office of the President initiatives.
• High-Profile Meeting and Event Preparation and Logistical Support
  • Prepare daily/weekly presidential briefings for all meetings and calls with background, agendas, project steps, action items, progress, and deadlines; ensure timely follow-up;
    maintain a daily call list for presidential outreach.
  • Plan and support meetings to ensure professionalism and efficiency; coordinate schedules, materials, and records for Cabinet, President’s Council, Senior Leadership, university
    committees, ODHE, and government officials; undertake research and collect and analyze data as background for meetings and special initiatives.
  • Oversee, plan, and support presidential events and entertainment (on and off campus) in coordination with the Director of Alumni & Community Events; personally staff or arrange
    staffing for the President at major events; coordinate with the Chief Advancement Officer on relationship management and fundraising activities.
  • Create, administer, and maintain processes to track progress on key cabinet-level initiatives designated as Presidential priorities to ensure agreed-upon actions are taken and targets are
    achieved.
• Budget Preparation, Monitoring, and Reporting for the Office of the President, Board of Trustees, and Chief of Staff
  • Develop budget proposals for all accounts assigned to the Office of the President; provide budget analysis and forecasting; monitor budgets; ensure expenditures are correctly
    recorded and account balances are sufficient to cover costs.
  • Identify funding sources for unanticipated needs; prepare budget transfers for the President; serve as designated signature authority for approving expenses of President’s direct reports
    as needed.
  • Assist the President with university-wide budget preparation, monitoring, and reporting as needed.
  • Prepare payment documents, requisitions, and other business documents for the office; maintain compliance with records retention requirements.
• Liaison to the SSU Board of Trustees and Management of All Aspects of Board Operations and Meeting Preparation
  • In collaboration with the President and Board Secretary, serve as primary liaison to the SSU Board of Trustees; communicate on behalf of the University President and Board Secretary
    with Board membership; coordinate and review materials provided to the Board.
  • Manage all aspects of Board of Trustees operations; provide support to the Board Chair and Board Secretary; prepare Chair script, attend all Board meetings, prepare minutes, and manage all official records of the Board of Trustees.
  • Develop and prepare Executive Committee agenda, Chair script, resolutions, and supporting documents; develop and maintain a comprehensive annual schedule of Board-related tasks
    to ensure all required actions are approved timely by the Board.
  • Assist with new Board Member orientation.
• Project Management Oversight for Key Presidential and Cabinet-Level Strategic Initiatives
  • Create, administer, and maintain processes to track progress on key presidential and cabinet-level initiatives; provide project management oversight for cross-functional strategic
    priorities originating from the Office of the President.
  • Define project scope, timelines, and milestones in collaboration with relevant stakeholders; facilitate coordination across departments; serve as a point of accountability for deliverables
    and follow-through on presidential priorities.
  • Prepare and maintain project tracking dashboards, status reports, and briefing documents to keep the President and Cabinet informed of initiative progress, risks, and outcomes; ensure
    agreed-upon actions are taken and targets are achieved.

Minimum Job Knowledge, Skills and Abilities

• Superior written and oral communication;
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook);
• Demonstrated ability to manage complex calendars and executive scheduling;
• Exceptional organizational and time-management skills;
• Ability to work independently under minimal supervision;
• Experience coordinating Board or governance operations strongly preferred;
• Strong project management skills, including tracking multiple concurrent priorities;
• Demonstrated discretion and sound judgment in handling confidential matters;
• Ability to build credibility and trust with senior leaders, elected officials, trustees, and diverse stakeholders;
• Experience in higher education, government, or executive-level administrative environments highly beneficial.

Minimum Qualifications

• Bachelor's Degree in Business Administration, Public Administration, Communications, or a related field. Equivalent combinations of education and relevant experience will be considered.
• 6 or more years of experience