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Executive Aide

Kalamazoo Valley Community College

This is a Contract position in Spartanburg, SC posted August 4, 2022.

Posting Number::201101083P Job Title::Executive Assistant to the President/Board Secretary Location::Texas Township Campus Full-Time/Part-Time::Full Time Pay Rate::$39,774 per year Position Type::Staff Department::President’s Office Job Summary::Do you have a high level of commitment to your job?

Can others always count on you to be professional and discreet with confidential matters?

Are you an enthusiastic, upbeat individual who creates positive energy in your environment?

If so, then KVCC may have the perfect full-time opportunity for you.

The Executive Assistant to the President/Board Secretary supports the work of the College President and the Board through direct assistance on both daily and strategic projects.

Executive Assistant to the President Essential Duties and Responsibilities: Welcome and address inquiries to the President s office (in-person, phone, email).

Manage all aspects of the President s calendar: Review and assess priority of all calendar requests.

Resolve scheduling conflicts.

Independently take initiative to acquire all required information and materials necessary for assisting the President to prepare for meetings.

Maintain log of events, meetings, etc.

for future planning consideration.

Assist President with external meetings/obligations (Other Boards, President s Roundtable, etc.) and with preparations for speaking engagements.

Manage all travel arrangements for the President, including the coordination of all logistics for off-campus travel; making reservations for flights, rental cars, trains, hotels and meeting venues, and developing itineraries for President.

Oversee President s Office event organization and planning: Collaborate with Event Planner and Marketing.

Manage invitation correspondence and collection of RSVP.

Arrange for and/or prepare event materials (name tags, signs, programs, etc.) Troubleshoot and address unforeseen obstacles.

Provide itinerary for President and Board (if applicable).

Prepare meeting agendas and minutes as directed by the President: Coordination and scheduling of all meetings, planning annual retreats, prepare and distribute agendas, record official minutes, and ensure proper record retention.

Maintain records for President s office and Board of Trustees.

Board Secretary Essential Duties and Responsibilities: Develop and coordinate preparation of Board agendas, meeting minutes, support materials for meetings, public meeting notifications: Scheduling and set up of meeting space.

Ensuring space is accessible for public.

Timely public notifications and documentation availability.

Ensure complete and timely delivery of meeting materials to Trustees.

Serve as the recorder for the Board.Manage all college-related travel arrangements for Trustees: Coordinate all logistics for off-campus travel; make reservations for flights, rental cars, trains, hotels and meeting venues.

Develop itineraries for the Trustees.

Minimum Qualifications::Appropriate education, training, experience and talents are required.

An example of this would be an Associate s Degree in Office Administration, Office Technology or a related field and experience equivalent to 4 years of administrative experience supporting an executive level position.

Candidates must possess the following skills and knowledge: Ability to prioritize work load and assigned tasks.

Attention to detail and a commitment to high quality work.

Ability to problem solve, troubleshoot and exercise good judgement.

Strong interpersonal skills.

Professional oral and written communication skills.

Understanding of maintaining confidentiality.

Strong computer skills including Microsoft Office suite.

Skill in interpreting and applying policies and procedures.

Customer service minded with an ability to address sensitive and confidential issues with diplomacy.

Preferred Qualifications and Experience::Experience providing administrative support at an executive level in higher education is preferred.

Work Hours::Core business hours: Monday
– Friday, 8:00am
– 5:00pm.

Posting Date:07/12/2022 Closing Date::08/14/2022 EEO Statement:As an employer, KVCC encourages, welcomes, and fosters differences because we believe that diversity makes us great.

Diversity extends beyond race, religion, sexual orientation, gender identity, and disability, and encompasses people of all abilities, identities, circumstances, and characteristics.

All qualified applicants will be given equal opportunity and consideration for employment; please consider joining us as we continue to enrich lives by teaching and serving our community with excellence.

Prior to a job offer, candidates will be required to complete a criminal record background check.

For some positions, a credit history investigation will also be required.

Information gathered will be used for job-related purposes to the extent permitted by applicable law and will not result in an automatic disqualification from an employment opportunity.

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