Executive Assistant to the President Job at Northeast Wisconsin Technical Colleg

We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.

You belong here. See why you will love working at NWTC.

Department: District Office

Reports To: President

Salary Grade: Exempt C

Amount of Travel Required: Travel Varies

Workday Job Profile #: JC100017

Positions Supervised: None

LOCATION: Green Bay

STANDARD HOURS: 40 hours per week. Typical hours Monday - Friday 8:00 am -5:00 pm; Flexibility required to include other evening and/or weekend hours, as necessary.

SALARY RANGE: $69,344 - $74,737 per year

*Salaries/Wages for all finalists (internal and external) will be placed within the range based upon education, experiences, current wages, and internal equity.

APPLICATIONS PREFERRED BY NOVEMBER 27, 2024

POSITION SUMMARY

The Executive Assistant to the President at Northeast Wisconsin Technical College (NWTC) is a strategic role that provides high-level administrative support to the president. This position requires a proactive approach to anticipating the President's needs and managing the President's complex schedule. The Executive Assistant ensures the efficient operation of the President's office, while also serving as the primary liaison between the President and internal and external stakeholders, requiring exceptional organizational and communication skills, discretion, and professionalism.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

Executive Support:

• Provide comprehensive administrative support to the President, including managing calendars, scheduling appointments, and coordinating meetings.
• Anticipate the President's needs and resolve conflicts quickly.
• Coordinate travel arrangements and itineraries for the President, Board of Trustees, and other executive staff.
• Organize and maintain confidential filing systems for both physical and digital documents.
• Establish efficient processes and document procedures.
• Handle confidential documents and information with the utmost discretion.
• Maintain a high level of confidentiality regarding all aspects of the President's work and NWTC operations.
• Prepare and organize materials for board meetings, executive committees, and other high-level gatherings.
• Support the preparation and follow-up of Board of Trustees meetings, including agenda preparation and minute taking.
• Assist in budget preparation and expense reporting for the President's office and the Board of Trustees.
• Act as liaison to the Board Appointment Committee, manage the appointment process and assure accurate and timely submission of all required documents. Facilitate the Board Appointment Meeting and Public Hearing and following through with all required duties.
• Ensure regular review of board policies and procedures.

Communications

• Develop and implement communication strategies to support the President's vision and the college's strategic goals.
• Draft, review, and distribute internal communications, including newsletters, announcements, and emails.
• Assist in crafting speeches, talking points, and presentations for the President.
• Collaborate with the marketing and public relations teams to ensure consistent messaging and branding.

President's Liaison

• Serve as a liaison between the President's office and internal/external stakeholders.
• Represent the President in meetings when appropriate.
• Manage incoming calls, emails, and correspondence, prioritizing and responding as appropriate.
• Correspond and communicate with business partners, legislators, elected officials, and the Wisconsin Technical College System.

Event Coordination:

• Plan and coordinate special events, meetings, and conferences hosted by the President's office.
• Work with vendors, caterers, and other external partners to ensure successful event execution.
• Manage event logistics, including invitations, RSVPs, technology support, and on-site support.

Other Duties:

• Perform other duties as assigned by the President to support the strategic objectives of NWTC.

POSITION QUALIFICATIONS

Competency Statement(s)

• Values - Demonstrate behaviors and action that support the College's values - Customer Focus, Creativity and Innovation, Everyone Has Worth, Passion and Inspiration, Collaboration, Emotional Intelligence, Results and Accountability, Valuing Talent and Well Being, and Ethics.
• Student Success - Demonstrate behaviors and actions that support student recruitment, retention, and student success initiatives.
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, disability, socio-economic background, or job type.
• Accountability - Ability to accept responsibility and account for his/her actions.
• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
• Autonomy - Ability to work independently with minimal supervision.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Customer Oriented - Ability to take care of the customers' needs while following company procedures.
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Judgment - The ability to formulate a sound decision using the available information.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Reliability - The trait of being dependable and trustworthy.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Tolerance - Ability to work successfully with a variety of people without making judgments.

SKILLS & ABILITIES

Minimum Qualifications

• Associate degree
• 5+ years of executive support experience
• Excellent writing and editing skills
• Exceptional interpersonal and communication skills
• Strong organizational and time management skills
• Ability to work under pressure and meet deadlines
• Experience with budget preparation and financial reporting
• Discretion and professionalism in handling sensitive information
• Demonstrated ability to work independently and remain calm under pressure

Preferred Qualifications

• Bachelor's degree
• 7+ years of executive support experience
• Proficiency in project management strategies and/or software
• Knowledge of the Wisconsin Technical College System and higher education policies, procedures, and governance
• Strong technical and troubleshooting skills

Cultural Competence: Demonstrated commitment to diversity, equity, and inclusion and sensitivity to and understanding of a diverse community of college students, faculty, and staff.

*NWTC welcomes candidates who currently possess the desired skills and experience and are committed to learning and growing.

PHYSICAL DEMANDS

Physical Demands

Lift/Carry

Stand

O (Occasionally)

Walk

O (Occasionally)

Sit

C (Constantly)

Handling / Fingering

N (Not Applicable)

Reach Outward

N (Not Applicable)

Reach Above Shoulder

N (Not Applicable)

Climb

N (Not Applicable)

Crawl

N (Not Applicable)

Squat or Kneel

N (Not Applicable)

Bend

N (Not Applicable)

10 lbs or less

O (Occasionally)

11-20 lbs

N (Not Applicable)

21-50 lbs

N (Not Applicable)

51-100 lbs

N (Not Applicable)

Over 100 lbs

N (Not Applicable)

Push/Pull

12 lbs or less

N (Not Applicable)

13-25 lbs

N (Not Applicable)

26-40 lbs

N (Not Applicable)

41-100 lbs

N (Not Applicable)

N (Not Applicable)

Activity is not applicable to this occupation.

O (Occasionally)

Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

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 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.

We strive to accommodate any individual who requires adjustments to ensure a fair and equal employment process. If you require specific accommodations during the application and/or screening process due to a disability or other reasons, please contact Talent and Culture at talentandculture@nwtc.edu or 920-498-6286.

Northeast Wisconsin Technical College does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Talent and Culture.

NWTC does not discriminate on the basis of political affiliation, age, race, creed, marital status, color, religion, sex (including sexual orientation, gender identity, and gender expression), national origin, disability, veteran status, genetic testing or other applicable legislated categories, ("each a protected class"). Inquiries regarding the College's nondiscrimination policies may be directed to the Vice President for Diversity, Equity, and Inclusion at (920) 498-6826 or equity@nwtc.edu.