Army And Navy Academy
Executive Assistant to the President
Army And Navy Academy, Carlsbad, California, United States, 92002
Summary
The primary focus of the Executive Assistant role will be to provide administrative and program support to the Executive Office.
The ideal candidate has proven to be adept at leading and managing a variety of simultaneous projects from conception to completion and is an exceptional communicator, who can effectively and professionally handle internal and external stakeholders. The Executive Assistant to the President will be responsible for all aspects of executive administration: Calendar and email management, slide preparation, meeting and event coordination, travel arrangements. Candidates will also have experience coordinating and facilitating Board of Trustee meetings. This position requires discretion and the ability to handle details of a highly confidential and critical nature with the utmost tact and promptness.
Primary Responsibilities:
Manage and perform advanced, diversified, and confidential administrative duties for the Executive Office of a non-profit, private boarding school.
Maintain a warm, professional demeanor; greet visitors, customers, and co-workers in a cyclically demanding work environment.
Support effective communications dissemination from the Executive Offices.
Ensure that workflow is handled for maximum efficiency. Be proactive in anticipating the needs of the President.
Proactively manage the President's calendar to accommodate shifting priorities; ensure all parties impacted by required changes are treated with the utmost courtesy and professionalism.
Manage appointments, schedule travel, and ensure the President is organized and prepared for the trip. Upon completion of travel, prepare expense reports and ensure submission in a timely fashion.
Prepare high-level PowerPoint presentations for the President as needed to present at both internal and external meetings and conferences.
Be the primary point of contact for the Academy's Board of Trustees and Committee members. Correspond with the Board and other committee members on behalf of the President.
Coordinate details of onsite and offsite meetings, Board of Trustee meetings, and other staff meetings. These meetings may be in-person, teleconference, videoconference, or web-based.
Apply prioritization with an in-depth understanding of the business, attend to requests coming in from internal and external customers with an appropriate level of attention and discretion, listen to the issue, understand the business impact of the issue, respond with appropriate actions using independent judgment.
Interface smoothly and effectively with all levels within the organization to ensure an open, informal communication path exists.
The role requires personal flexibility to accommodate unforeseen tasks that are time-sensitive and the ability to work after-hours for Board meeting preparation and facilitation.
Read, sort, route, and respond to incoming mail, interoffice documents, and e-mail correspondence.
Set up, organize, and maintain files and other records so that they are easily accessible.
Maintain files of Board business, recorded minutes, prepared bi-annual reports to the Board in collaboration with Directors, Coordinate annual Board of Trustee election.
Manage and renew the President's various association memberships.
Assume responsibility for other projects as assigned by the Head of School.
Maintain a positive disposition and good work ethic regardless of work demands.
Minimum Requirements:
Bachelor's degree preferred. Will consider high-level of related experience combined with education.
A minimum of three years of experience in education or as an administrative/executive assistant to a high-level school administrator or corporate executive is required.
Availability and ability to work some weekends and longer hours when necessary for a school function or Board meeting.
Notary public.
Proven success at working collaboratively and efficiently on a goal-oriented team.
Ability to make quick decisions, take initiative, and prioritize tasks.
Represent the school in the larger community in a positive manner that reflects those values of the school.
Ability to interface and maintain effective relationships with students, faculty, administrators, parents/guardians, alumni, and guests.
Professional written and verbal communication, organizational, and interpersonal skills.
Proficiency in MS Office products and Google Suite required.
Capable of using various web-based social media platforms.
Physical Requirements:
While performing the duties of this job, employees are regularly required to sit, walk and stand, climb stairs; talk or hear, both in person and by telephone, use hands repetitively to finger, handle, feel, or operate standard office equipment; reach with hands arms and carry office related supplies and equipment. Ability to walk the campus and cross the street to Athletics. Ability to lift to 25 pounds overhead. Standing/sitting for long periods during events days which exceed eight hours. Potential exposure to dust. Exposure to the outside weather conditions is normal for our coastal community.
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The primary focus of the Executive Assistant role will be to provide administrative and program support to the Executive Office.
The ideal candidate has proven to be adept at leading and managing a variety of simultaneous projects from conception to completion and is an exceptional communicator, who can effectively and professionally handle internal and external stakeholders. The Executive Assistant to the President will be responsible for all aspects of executive administration: Calendar and email management, slide preparation, meeting and event coordination, travel arrangements. Candidates will also have experience coordinating and facilitating Board of Trustee meetings. This position requires discretion and the ability to handle details of a highly confidential and critical nature with the utmost tact and promptness.
Primary Responsibilities:
Manage and perform advanced, diversified, and confidential administrative duties for the Executive Office of a non-profit, private boarding school.
Maintain a warm, professional demeanor; greet visitors, customers, and co-workers in a cyclically demanding work environment.
Support effective communications dissemination from the Executive Offices.
Ensure that workflow is handled for maximum efficiency. Be proactive in anticipating the needs of the President.
Proactively manage the President's calendar to accommodate shifting priorities; ensure all parties impacted by required changes are treated with the utmost courtesy and professionalism.
Manage appointments, schedule travel, and ensure the President is organized and prepared for the trip. Upon completion of travel, prepare expense reports and ensure submission in a timely fashion.
Prepare high-level PowerPoint presentations for the President as needed to present at both internal and external meetings and conferences.
Be the primary point of contact for the Academy's Board of Trustees and Committee members. Correspond with the Board and other committee members on behalf of the President.
Coordinate details of onsite and offsite meetings, Board of Trustee meetings, and other staff meetings. These meetings may be in-person, teleconference, videoconference, or web-based.
Apply prioritization with an in-depth understanding of the business, attend to requests coming in from internal and external customers with an appropriate level of attention and discretion, listen to the issue, understand the business impact of the issue, respond with appropriate actions using independent judgment.
Interface smoothly and effectively with all levels within the organization to ensure an open, informal communication path exists.
The role requires personal flexibility to accommodate unforeseen tasks that are time-sensitive and the ability to work after-hours for Board meeting preparation and facilitation.
Read, sort, route, and respond to incoming mail, interoffice documents, and e-mail correspondence.
Set up, organize, and maintain files and other records so that they are easily accessible.
Maintain files of Board business, recorded minutes, prepared bi-annual reports to the Board in collaboration with Directors, Coordinate annual Board of Trustee election.
Manage and renew the President's various association memberships.
Assume responsibility for other projects as assigned by the Head of School.
Maintain a positive disposition and good work ethic regardless of work demands.
Minimum Requirements:
Bachelor's degree preferred. Will consider high-level of related experience combined with education.
A minimum of three years of experience in education or as an administrative/executive assistant to a high-level school administrator or corporate executive is required.
Availability and ability to work some weekends and longer hours when necessary for a school function or Board meeting.
Notary public.
Proven success at working collaboratively and efficiently on a goal-oriented team.
Ability to make quick decisions, take initiative, and prioritize tasks.
Represent the school in the larger community in a positive manner that reflects those values of the school.
Ability to interface and maintain effective relationships with students, faculty, administrators, parents/guardians, alumni, and guests.
Professional written and verbal communication, organizational, and interpersonal skills.
Proficiency in MS Office products and Google Suite required.
Capable of using various web-based social media platforms.
Physical Requirements:
While performing the duties of this job, employees are regularly required to sit, walk and stand, climb stairs; talk or hear, both in person and by telephone, use hands repetitively to finger, handle, feel, or operate standard office equipment; reach with hands arms and carry office related supplies and equipment. Ability to walk the campus and cross the street to Athletics. Ability to lift to 25 pounds overhead. Standing/sitting for long periods during events days which exceed eight hours. Potential exposure to dust. Exposure to the outside weather conditions is normal for our coastal community.
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