Under the supervision and direction of the President, the Executive Assistant to the President is responsible for complex and confidential administrative support to the President and Board of Trustees. The Executive Assistant to the President ensures efficient daily operations, manages communications, provides organizational support, and acts as a liaison between the President’s Office and both internal and external stakeholders. The role demands a high level of professionalism, discretion, and proactive initiative, with an emphasis on maintaining confidentiality, anticipating the needs of the President, and supporting strategic initiatives for the College. Perform tasks, projects, or participation as directed by the President. May include work outside of normal business hours. 

Essential Job Functions

Administrative Support for the Board of Trustees

Maintain official records of the Board of Trustees, including compilation of official minutes subject to the approval of the President and the Board of Trustees and according to the statutes pertaining to North Carolina Community College System (NCCCS). Coordinate meetings and communicate agenda items to the Board members and College personnel.

Coordinate and schedule Trustee and Trustee Committee meetings and retreats; collect and organize agenda items from staff, create and assemble reports; distribute material to Trustees and selected College personnel upon approval from the President.

Attend and serve as the Recording Secretary for Trustee meetings; accurately record, prepare and disseminate minutes after approval from the President and Board Chair, and serve as Ethics Liaison to the North Carolina Ethics Commission.  

Serve as Notary Public for trustees, and college personnel, which include administering Oath of Office to newly appointed and reappointed trustees.

Maintain a schedule to review and update the Trustee Bylaws, working directly with the President to ensure compliance with legal, ethical, and regulatory standards.

Prepare trustee related reports, correspondence, and coordinating trustee training requirements, in accordance with the statues pertaining to NCCCS and North Carolina Association of Community College Trustees (NCACCT).

 

Assists in registration and travel arrangements for trustees attending national and state conferences and conventions.   Organize receipts and process travel authorization, travel reimbursement forms, and expense reports relating to trustee travel, and in accordance with State of North Carolina guidelines.

 

Plan and manage events, including graduation proceedings, for the Board of Trustees, including platform seating, event coordination, and invitations to dignitaries.

Administrative Support to the President 

 

Scheduling:

Oversees and manages the daily operations of the President’s Office, ensuring efficient and logical scheduling and coordination of all appointments on the President's calendar. Maintains a strategic calendar for the President, ensuring time for adequate preparation, meetings, and down time for administrative tasks (e.g., emails, reports, etc.). Anticipates the needs of the President by proactively gathering information and confirming appointments before scheduling. Meets often with President to review calendar to facilitate scheduled meetings.  

Coordinates travel arrangements, accommodations, and conference registrations, prepare and process travel petitions and reimbursements or other travel-related plans for President. 

Facilitates and organizes special meetings, events, and social functions promoted by the President’s office, including caterers, materials, audiovisual equipment, and supplies.

Communication and Preparation:

Handles all confidential communications with discretion and integrity. Ensures the protection of sensitive materials related to the President’s office and Board of Trustees.

Develops a comprehensive understanding of the college's operations and fosters relationships with key stakeholders across campus. Proactively assists the President in engaging with faculty, staff, students, and community leaders.

Composes and edits routine and complex correspondence on behalf of the President, ensuring accuracy and alignment with the President’s tone and voice. All major communications require approval from the President.

Serves as recorder for the President’s Leadership Team, coordinating meetings and preparation of agendas and disseminating meetings notes upon approval from the President.

Prepares materials, including documents, presentations (e.g., PowerPoint), and reports, to ensure the President is fully prepared for meetings, public speaking engagements, or media interactions.

Greets and assists visitors to the President’s office, ensuring positive interactions that reflect the professionalism and vision of the College.

Conveys messages to the President that facilitates the President’s ability to respond efficiently.  As the situation warrants, screens the President’s telephone calls; refer calls to others if judged more appropriate; responds to messages at the President’s direction by direct call, voice mail, email, letter, memorandum, or facsimile.

Maintains currency in knowledge and skills, seeking professional development opportunities to learn and grow.

Office Management:

Organizes and maintains an effective file system, ensuring that documents are properly filed, scanned, and archived in compliance with confidentiality requirements.

Processes incoming/outgoing mail; sorts, distributes, screens, and/or routes incoming mail; and prepares outgoing mail for pickup.

Prepares or processes requests for repair or technical assistance, requisitions, purchase orders, or budget transfer requests; reviews invoices, research discrepancies, and forwards for payment; maintains records of expenditures and other financial activities which include processing p-card transactions, Datatel, and NC E-Pro requisitions.  

Monitors inventory of office equipment, forms, and supplies; ensures availability of adequate materials to conduct work activities; initiates order for new/replacement supplies; obtains competitive price quotes; distributes or delivers equipment/supplies as needed; schedules use of department/division equipment or vehicles.

Completes and approves forms for purchase orders, equipment requisitions, local invoices, material and supply requisitions, requests for repairs, and other pertinent transmittals.

Utilizes advanced office software (e.g., MS Office Suite) and productivity tools to support the President’s needs in meetings and presentations. Ensures high-level proficiency in boardroom technology and equipment.

Events:

Responsible for attending college-sponsored functions both on and off campus.

Coordinates College events, ensuring that logistics, materials, and catering are arranged according to the needs of the event, as directed by the President’s Office.

Project Management: 

Supports the President’s Office in leading and coordinating college initiatives and projects. Ensures that project timelines, deliverables, and responsibilities are clear, tracked, and reported on regularly. Provides progress reports to the President regarding ongoing projects, ensuring that initiatives align with the College’s strategic goals.

 

 

 

Qualifications or Standards

 

Bachelor’s degree in business administration, Public Administration, Communications, or a related field; Master’s degree preferred. Minimum of 3 years of experience in an administrative support role, preferably within higher education or a similar professional environment. Must possess the following skills and attributes:

• Ability to exercise discretion, objectivity, and independent judgment in handling complex and stressful conditions
• Ability to handle confidential information with discretion
• Strong problem-solving abilities and the ability to take initiative 
• Logical and strategic thinking in planning and organization
• Perform work with a high degree of integrity and professionalism
• High proficiency in Microsoft Office and productivity software
• Strong organizational and multitasking abilities, with logic and attention to detail
• Excellent written and verbal communication skills, including professional email and report writing
• Budget management and financial record-keeping experience
• Demonstrated professionalism and emotional intelligence in all interactions
• Ability to work independently and collaboratively within a team
• Excellent interpersonal skills with the ability to work effectively with diverse stakeholders
• Event planning and project management experience is a plus

 

Minimum Training and Experience

 

Physical Requirements:  Must be physically able to operate a variety of automated machines including telephone, computer, copier, calculator, etc.  Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves mostly sedentary work but may require walking or standing for brief periods of time.  

 

Data Conception:   Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

 

Interpersonal Communication:   Requires the ability of speaking and/or signaling people to convey or exchange information.  Includes the giving of assignments and instructions to assistants.  Includes the receiving of information and instructions from the President.

 

Language Ability:   Requires the ability to read a variety of documents, reports, and books such as Board Minutes, various manuals, etc.  Requires the ability to prepare documents and reports with the proper format, punctuation, spelling and grammar, etc.  Has the ability to speak with poise, voice control, and confidence.

 

Intelligence:   Has the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form.  Is able to deal with several abstract and concrete variables.  Has the ability to apply principles of rational systems such as administrative office technology, secretarial science, etc., in order to solve practical problems and deal with a variety of concrete variables.

 

Verbal Aptitude:   Requires the ability to record and deliver information and to follow verbal and written instructions.

 

Numerical Aptitude:   Requires the ability to utilize mathematical formulas; add, subtract, multiply, and divide numbers; utilize decimals; and figure percentages.

 

Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width and shape.

 

Motor Coordination:   Requires the ability to coordinate hands and eyes in using automated equipment.

 

Manual Dexterity:   Requires the ability to handle a variety of items, office equipment, computer, calculator, control knobs, switches, etc. Must have moderate levels of eye/hand/foot coordination.

 

Color Discrimination:   Requires the ability to differentiate colors and shades of color.

 

Interpersonal Temperament:   Has the ability to deal with people beyond receiving instructions.  The worker needs to relate to people in situations involving more than receiving instructions.  Must be adaptable to performing under minimum stress when confronted with an emergency.

 

Physical Communication: Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear.)

 

PERFORMANCE INDICATORS

 

Knowledge of Job: Has considerable knowledge of the practices, procedures, rules and regulations of the College as they apply to duties of the position.   Has comprehensive knowledge of registration and recordkeeping practices and procedures of the College as they pertain to the office of the President.  Has considerable knowledge of general office operations, functions, and procedures.  Has the ability to use influence systems in instructing subordinates. Is able to apply principles of synthesis functions in developing new and revising existing procedures for more efficient office operations.  Is able to use independent judgment in routine and occasional non-routine situations.  Is able to communicate effectively with others both in person and over the telephone in a clear and pleasant manner.   Has the knowledge and intelligence required to communicate with all levels of staff, faculty, students, and the public in the performance of the job.  Has the ability to compile, organize, prepare, and maintain an assortment of records, reports, and related information.  Has the ability to comprehend, interpret, and apply regulations, procedures, and office operations.  Is able to read, understand and complete written requests and work assignments in a timely fashion.  Knows how to estimate time, materials and supplies required to complete various routine activities.  Is able to learn and apply new skills needed in order to promote efficient completion of duties by self and subordinates.  Has good organizational and human relations skills.  Has the ability to deal with emergency situations that may arise.  Has the ability to operate a variety of office equipment and machines in completing tasks.  Is able to complete mathematical calculations quickly and accurately.  Is knowledgeable in accounting practices and procedures.   Is able to work under stressful conditions related to handling confidential matters, organizing meetings, and handling problems that may arise.  Is able to make sound, educated decisions.

 

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities.  Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.  Maintains high quality communication and interaction with all College departments and divisions, co-workers, and the public.

 

Quantity of Work: Performs described "Specific Duties and Responsibilities" and related assignments efficiently and effectively in order to produce quantity of work which consistently meets or exceeds standards and expectations of the College.

 

Dependability: Assumes responsibility for completing assigned work.   Completes assigned work within deadlines in accordance with directives, College policy, standards, and prescribed procedures.   Remains accountable to assigned responsibilities in the technical, human, and conceptual areas.

 

Attendance: Attends and remains at work regularly and adheres to College policies and procedures regarding absences and tardiness.  Provides adequate notice to higher management with respect to vacation time and time-off requests.

 

Initiative and Enthusiasm:  Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities.  Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

 

Judgment: Exercises analytical judgment in areas of responsibility.   Identifies problems or situations as they occur and specifies decision objectives.  Identifies or assists in identifying alternative solutions to problems or situations.  Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors.  Seeks expert or experienced advice where appropriate and researches problems, situations and alternatives before exercising judgment.

 

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same.  Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with College policy or procedures, etc.  Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the College.  

 

Relationships with Others: Shares knowledge with managers, supervisors and staff for mutual and College benefit.  Contributes to maintaining high morale among all College employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public so as to maintain good will toward the College and to project a good College image.  Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the College.   Emphasizes the importance of maintaining a positive image within the College.  Interacts effectively with the President, the President’s Leadership Team members, other College professionals and the public.

 

Coordination of Work: Plans and organizes daily work routine.  Establishes priorities for the completion of work in accordance with sound time-management methodology.  Avoids duplication of effort.  Estimates expected time of completion of elements of work and establishes a personal schedule accordingly.  Attends required meetings, planning sessions and discussions on time.  Implements work activity in accordance with priorities and estimated schedules.  

 

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the College and various regulatory agencies.  Sees that the standards are not violated.   Maintains a clean and orderly workplace.   

 

Planning: Plans, directs and uses information effectively in order to enhance activities and production of the department.  Knows and understands the expectations of the College regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means, and timing to achieve the goals and objectives of the department and the College. Within the constraints of College policy, formulates the appropriate strategy and tactics for achieving departmental and College objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and the College.

 

Organizing: Organizes own work and that of subordinate staff well.  Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all College and departmental matters affecting them and/or of concern to them.

 

Staffing:  Works with the President and Human Resources Department to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and College.  Personally, directs the development and training of department personnel in order to ensure that they are properly inducted, oriented and trained.

 

Leading: Provides a work environment which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied.  If supervising, provides adequate feed-back to staff so that they know whether their performance levels are satisfactory.  If supervising, commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary.  Exercises enthusiasm in influencing and guiding others toward the achievement of College goals and objectives.

 

Controlling: Provides a work environment which is orderly and controlled.   Coordinates, audits, and controls human power and financial resources efficiently and effectively.   Coordinates, audits, and controls the utilization of materials and equipment efficiently and effectively.   Has a clear and comprehensive understanding of College standards, methods and procedures.   

 

Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth.  Has confidence in staff to meet new or additional expectations.

 

Decision Making:  Uses discretion and judgment in developing and implementing courses of action affecting the department.  When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.

 

Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of department and College.  Employs imagination and creativity in the application of duties and responsibilities.  Is not averse to change.

 

Human Relations: Strives to develop and maintain good rapport with all staff members. Listens to and considers their suggestions and complaints and responds appropriately.   Maintains the respect and loyalty of staff.

 

Policy Implementation: Has a clear and comprehensive understanding of College policies regarding the department and College function.  Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.

 

Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the College and continually reviews department policies in order to ensure that any changes in College philosophy or practice are appropriately incorporated.  Also understands the relationship between operating policies and practices and department morale and performance.  Works to see that established policies enhance same.

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