Administrative Assistant to the President

Administrative Assistant to the President Location Lakeland, FL (Florida Southern College area) :

The Primary responsibility of the Administrative Assistant to the President of the College is to serve as the Recording Secretary to the Board of Trustees. The administrative assistant acts as a key contact for visitors while supporting the clerical, organizational and administrative functions necessary in furthering the mission and goals of the office of the President. The administrative assistant displays the utmost professionalism in both appearance and action, and offers a superior level of customer service to in-person guests and callers to the College.

ESSENTIAL FUNCTIONS

• Serve as Recording Secretary to the Board of Trustees, which includes communicating with the Board; planning the meetings; reserving rooms; preparing meeting agendas; attending Board meetings; maintaining minutes, rosters, and other records; and monitoring compliance with College Bylaws.
• Support the operations of the Board of Trustees meetings by scheduling the Board meetings, preparing needed reports for various committees, handling correspondence with Trustees, managing hotel reservations for Trustees, updating the directory and Board books, and managing Conflict of Interest forms, Trustee Service Preference sheets, and committee lists.
• Maintain close working relationship with the Chairman of the Board; assist as needed.
• Assist the President in the update of the Strategic Plan.
• Assist the President with Commencement speakers and Honorary Chancellors. Provide flight arrangements, hotel reservations, etc. Order robes and manage the platform party for the commencements. Draft thank you letters.
• Assist the President with preparation of honorary degrees, which includes invitations, ordering hoods, sending ballots to the Board, preparing the proclamation, etc.
• Assist with the preparation of presidential speaking engagements, meetings, and presentations, including drafting of PowerPoint presentations, collection of data and information, and timely preparation of any associated materials.
• Provide support for maintaining accreditation with SACS and the University Senate.
• Review outgoing correspondence submitted for the President's signature for proper format, sentence structure, and typographical accuracy; proof Advancement letters and print on letterhead; prepare envelopes. Manage all presidential correspondence and manage Spivey Society thank you letters from the President to donors. Prepare President's birthday cards to donors; maintain supply and update birthday card list.
• Support the Office of Advancement data tracking, including tracking Trustees' and other principal gift donors' thank you letters from the President.
• Maintain President's Office filing.
• Prepare check requests and maintain filing related to President's office expenses.
• Staff Presidential events in conjunction with the Executive Assistant.
• Provide proofing of documents as required for the President's office and as requested by other departments.
• Provide clerical assistant for the Bishop-in-Residence.

EDUCATION, WORK EXPERIENCE AND REQUIREMENTS

• High school education or equivalent required.
• Bachelor's degree strongly preferred.
• Minimum of 5 years of relevant experience. Higher education experience preferred.
• Strong computer skills, including Microsoft Outlook, Word, Excel, and PowerPoint, as well as experience in preparing mail merges for large mailings required.
• Excellent oral and written communication skills and use of English grammar.
• Must have excellent organizational, interpersonal and communication skills, and be able to maintain composure and competence under pressure.
• Must be able to prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Must be able to handle highly confidential information with complete discretion.
• Must be able to work independently, use initiative, and make substantive decisions quickly.
• The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Job Type: Full-time

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person