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Executive Assistant

Company: Quincy College
Location: Quincy
Posted on: November 16, 2022

Job Description:

Under the direction of the President and General Counsel or designee, the Executive Assistant to the President and General Counsel is primarily responsible for overseeing the function of the Executive Office, to assist the President, Chief of Staff (COS)/Legal Counsel with day-to-day oversight of the office. Responsibilities include, but are not limited to, providing executive level reception of guests and visitors, scheduling, correspondence, and telephone coverage. This position is the primary day-to-day support to the President and the Executive Office and is one of the most visible campus office positions. This individual must therefore consistently demonstrate exceptional executive level interpersonal skills and discretion as well as confidentiality.
Sort, distribute, and track all mail addressed to the President.
Effectively manage the President's Calendar.
Appropriately manage and direct the President's phone calls.
Assist in scheduling the President's Conference Room.
Maintain the attendance records for all presidential direct reports.
Assist the President with correspondence, purchase request forms, and all matters related to the Executive office.
Track and maintain agreements, such as leases and affiliations.
Assist President's Executive Staff with scheduling, minutes, tracking, organization, general filing and other operational tasks.
Assist President's Office with research pertinent to College operations.
Draft correspondence on behalf of the President and President's Executive Office staff.
Prepare and mail student scholarship letters for Convivium.
Prepare and mail commencement invitation letters to the Board and City Officials.
Assist in planning, participation, and execution of major events such as Convivium and Commencement.
Serve as initial and principal contact for meetings with the President.
Sort, track, and distribute all mail for the Board of Governors.
Track housekeeping forms from the Board of Governors.
Organize, equip, post, and gather quorum for all of the Board of Governors meetings (including subcommittees of the Board).
Attend and assist at the Board of Governors meetings.
Be responsible to collect and distribute material to the Board of Governors.
Prepare notices of and agendas for the Board of Governors meetings.
Serve as chief contact and as the Clerk to the Board of Governors.
Compile minutes of all meetings and disseminate to the Board of Governors.
Compile and distribute all mailings to the Board of Governors, staff, faculty, potential hires, and/or students for the President.
Create and maintain the President's files and archives.
Attend Senior Staff meetings when requested.
Record meeting notes and minutes as requested by the Executive Office staff.
Maintain schedule and oversee college wide TEAMS organizational structure.

Participate in mandatory training/coursework. Including but not limited to: Security Policy and Notification of Security Reporting FERPA Bi-Annual Ethics TrainingSexual HarassmentNon-discriminationAssume other related duties as assigned. Requirements:
EDUCATIONAL EXPERIENCE: Bachelor's degree required; Associate's degree with significant experience may be substituted.
EXPERIENCE REQUIREMENTS: 3-5 year's office experience, with 1-2 years' experience within the Higher Education environment preferred but not required. Must demonstrate outstanding and professional interpersonal skills, advanced computer skills, exceptional organizational skills, legal research ability and extensive writing skills and an ability to effectively perform in a very fast-paced environment. Must be very flexible and available in terms of night and weekend availability.
OTHER REQUIREMENTS: Must have a valid driver's license and must be able to perform the essential functions of the position with or without reasonable accommodation.
Additional Information:
EEO Statement:
Quincy College is an equal opportunity employer committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy. Quincy College is committed to achieving a diverse workforce and complies with all Federal and Massachusetts State laws, regulations, and executive orders regarding non-discrimination and affirmative action.
Application Instructions:
Please submit the following documents online:

  • Resume
  • Cover Letter

Keywords: Quincy College, Quincy , Executive Assistant, Other , Quincy, Massachusetts

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