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Executive Assistant to the President

Howard Community College Columbia Full-Time
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GENERAL RESPONSIBILITIES

The executive assistant provides a full range of executive secretarial and administrative support to the president and ensures that overall organizational processes enhance and support the chief executive function of the college. The executive assistant leads and manages the work of the presidents' front office staff and plans for long-term operational needs in consultation with the executive associate to the president. The executive assistant supervises the president's office associate and president's office assistant and ensures that the president's office is appropriately staffed at all times. This position requires a high degree of accuracy, accountability, attention to detail, professionalism and confidentiality, as well as initiative and leadership qualities.

WORK PERFORMED
Serves as the president's office manager, supervises the president's office workgroup, manages work assignments and work flow of the president's office, ensuring that the work of the president's office is timely and accurate.  Maintains annual vital signs for the president's office. Serves as back-up for handling complaints and office coverage in the absence of front office staff.

  • Manages the president's calendar. Meets with the president and executive associate weekly to review the president's calendar needs.  Schedules appointments for the president with community and business members, donors and prospects, elected officials, faculty and staff, and students, including providing guests of the president with meeting confirmation and parking permit, if needed. 
  • Ensures that the president has all necessary meeting materials and preparation, as well as post-meeting follow up, by working with the president's team, direct reports, and other staff members.  This includes preparing event comments/remarks, and PowerPoint presentations. Prepares information for reports and inquiries as requested. Assists in researching and gathering data and factual information as requested by the president.
  • Coordinates the president's attendance at conferences and external board meetings, including registration, accommodations, travel, reimbursements, and conference follow-up.
  • Coordinates the president's meeting with each constituency group every semester, including collecting questions from each group, coordinating the president's responses, and assists with preparation of the president's PowerPoint presentation.
  • Prepares drafts of memos, letters, emails, and other communications from the president, ensuring the accuracy and consistency of information. Emails event pictures links to community and board members.  Compiles draft of the weekly President's Update including suggesting possible items for inclusion to president's team, gathering information on college events and employees to be thanked, and identifying a weekly topical quote and green tip.  Prepares draft of annual fall, spring, and summer student updates, gathering pertinent information from vice presidents.  All drafts are reviewed by the president.
  • Monitors President of Howard Community College email account and forwards relevant emails to the president and follows up as needed.  Emails "broadcast" messages to multiple distribution lists and monitors responses, and schedules and mails birthday greetings daily to budgeted employees and external stakeholders.
  • In consultation with the president and executive associate, directs internal and external requests for information to the appropriate individuals and responds to complaints and concerns appropriately.
  • Coordinates the presidential approval process for items including purchases, grants and agreements, memoranda of understanding, etc.  Reviews/proofs documents for president's review and approval.

KNOWLEDGE REQUIRED

  • Associate of Arts degree or a minimum of 60 college level credits in a relevant area of study is required.
  • Bachelor's degree preferred.
  • Minimum of three years progressively responsible executive-level secretarial and administration support and office management experience.
  • Supervisory experience desired.
  • Advanced knowledge of current software used by administrative college functions, database, calendar and presentation graphics software and ability to select appropriate software application and conceptualize format to fit the need.

OTHER REQUIREMENTS

  • Ability to maintain strict confidentiality and utmost discretion in interpersonal and written communication.
  • Ability to perform multiple tasks simultaneously, take initiative, assess situations and respond appropriately and efficiently. Flexibility and adaptability are key characteristics for this position.
  • Ability to work cooperatively both as a team leader and team player.


Additional Information:

Hours Per Week: 37.5
Work Schedule: Monday - Friday
Compensation: $57,394 plus excellent heath insurance, paid leave and tuition reimbursement
Grade: 14
FLSA Status: Exempt
Open Until Filled
Best Consideration: July 12, 2019

*Pre-employment criminal background investigation is a condition of employment.

As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.  

Howard Community College (HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.

HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.


Application Instructions:

Please submit:

1. Cover letter

2. Resume

 

Skills required

Management
Problem Solving
Communications
Leadership
Microsoft Powerpoint
Microsoft Excel
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HCC is the primary hub for higher learning in one of the most vibrant, best-educated counties in Maryland. We are proud to serve our community and to provide pathways to success for everyone whose life goals can be realized through education.

We offer outstanding two-year degree and certificate programs built around careers that are in demand. Offering affordable options for degrees and certificates, HCC is a smart choice, with courses that will transfer to any one of a long list of four-year institutions and education that will prepare you for the workforce. Students of all ages and educational levels also can prepare for a new career, sharpen job skills or explore personal interests through the many programs in our noncredit, Continuing Education and Workforce Development division.

HCC makes higher education accessible with multiple locations, flexible scheduling and online, hybrid and accelerated learning formats. Our campus boasts state-of-the-art facilities, a vibrant cultural and arts scene, and an incredibly dedicated faculty and staff that make it all possible.

As we like to say, no matter where you’re going in life, you can get there from HCC. We look forward to helping you on your journey.

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