Job Description

Salary
See Position Description

Location
Alvin Community College - Main Campus

Job Type
Full-time (Staff)

Job Number
FY2324-219

Department
President's Office

Division
Office of the President

Opening Date
08/13/2024

Job Summary

Salary offer commensurate with education and related work experience. 

This is a Full-Time position that supports the College President and Board of Regents. 

APPLICATION STATUS
Your application status will be updated throughout the review process. If your application is still in progress, your application has not been reviewed by the hiring department. Should a review of your application result in the intent to pursue your candidacy, you will be contacted by phone or email for an interview.

TERMS OF EMPLOYMENT
Requires flexible work schedule to meet program needs, which may include working days, evenings and/or weekends.

If a degree, certification or licensure is required, the provision of official transcripts, licensure and/or certifications must be received in the Office of Human Resources within (30) days of hire.

Applicants with academic credentials from non-U.S. accredited institutions are required to have their coursework evaluated in terms of U.S. "equivalency." All international credential evaluations must be conducted by one of the companies affiliated with the National Association of Credential Evaluation Services, Inc. (NACES®) in order to be considered for a faculty position. Applicants bear the responsibility of requesting, paying associated fees, and obtaining an original transcript evaluation for submission to the Office of Human Resources. Please refer to the NACES® website for further information (www.naces.org).

Alvin Community College is an equal opportunity institution and does not discriminate against anyone on the basis of race, religion, color, sex, pregnancy, gender equity, sexual orientation, parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service or veteran's status.

This is a security sensitive position and requires a criminal history and/or motor vehicle records check.

Essential Duties

Reporting directly to the President, the Sr. Executive Assistant provides support for the Office of President and manages all activities related to the Board of Regents. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the Board of Regents and senior management teams. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position is distinguished from other positions by the nature of the President’s office and the complexity requiring a working knowledge of college district organization, college functions, college policies, and procedures. This relationship requires the incumbent to at-all-times maintain a high degree of confidentiality, judgment, tact, and discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES 
 
EXECUTIVE SUPPORT

• Complete a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments, completing expense reports, preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
• Plan, coordinate, and ensure the President’s schedule is followed and respected. Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President’s time and office.
• Communicate directly, and on behalf of the President, with Board of Regents, donors, ACC Foundation staff, and others, on matters related to President’s programmatic initiatives.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Work closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Provide leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President’s ability to effectively lead the college.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Perform added assignments related to the President’s civic, state and national obligations.
• Manage the President’s Office budget and reconciliation of P card account

 BOARD SUPPORT AND LIAISON 

• Serve as the President's administrative liaison to Alvin Community College Board of Regents.
• Assist Board of Regents with travel arrangements, lodging, and meal planning, as needed.
• Maintain discretion and confidentiality in relationships with all Board of Regents.
• Comply with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Schedule appointments for the Board of Regents when the Board acts as a whole or in committee. 
• Prepare and post meeting notices for the Board of Regents in accordance with the Open Meetings Act.
• Assure compliance with legal requirements regarding Board minutes, agendas, posting of notices, executive sessions, etc.
• Serve as recording secretary/assistant to the elected Board of Regents with responsibility for transcription and maintenance of minutes.
• Provide support documentation from the Board’s permanent records as required by auditors for the college’s annual audit.
• Maintain permanent records and files for the Board of Regents.
• Coordinate professional development for Board of Regents.
• Maintain library of professional development materials for Board of Regents (i.e., tapes, books, etc.).
• Maintain file of pending items for inclusion in Board agenda.  Organizes, types, and coordinates printing, digitizing and materials for Board agenda.

 SENIOR MANAGEMENT LIAISON

• Participate as an adjunct member of the Executive Team including assisting in scheduling and attending all meetings.
• Assist in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Facilitate cross-divisional coordination of travel and outreach plans.
• Research and collate information, supporting data, and agendas in preparation for meetings, projects, and reports.
• Prepare meeting notes for Executive Leadership Team and other meetings as assigned.
• Orders meals for meetings as appropriate.

 COMMUNICATIONS, PARTNERSHIPS, AND OUTREACH

• Ensure the President's bio is kept up to date and respond to requests for materials regarding the President and the organization in general.
• Creates and manages various tracking systems that will enable the President to do his work with economy of effort and time – including maintaining and regularly following up on a master “To Do” action list, among other approaches. 
• Manages the overall rhythm of key governance processes and recurring leadership meetings in which the President regularly participates.
• Create and edit written communications to external stake holders.
• Collaborate with the Vice President of Development and Outreach in coordinating the President's outreach activities. 
• Provide outreach to contacts made by the President and support the cultivation of ongoing relationships.
• Create and edit acknowledgement letters from the President to donors.
• Serve as Notary for the college.
• Assist with implementation of Employee Recognition program, employee birthday cards and other employee events.
• Maintain and update the Administrative Procedures Manual on the Intranet.
• Perform other duties as assigned or as judgment of necessity dictates.

WORK ENVIRONMENT

The incumbent typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the work day. 

PHYSICAL DEMANDS

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to twenty (20) pounds.

Minimum Qualifications

REQUIRED QUALIFICATIONS

• Bachelor’s degree
• Minimum of five (5) years’ experience required in office procedures, telephone usage, and dealing with people
• Experience and interest in internal and external communications, partnership development, and fundraising
• Equivalent combination of education, relevant certification and/or additional experience may be considered in lieu of degree

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media Platforms
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Highly articulate and able to adapt the tone and style of one’s verbal delivery or writing to suit the individual or audience and provide good working examples as evidence
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Demonstrated professional maturity and self-understanding with regard to thoughts and behaviors of others and able to determine how to best approach and cope with situations that might otherwise be trying or challenging
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward thinking mindset focused on seeking opportunities and proposing solutions.
• Ability to accurately interpret the college’s policies, rules, and regulations in response to queries from others
• Ability to coordinate a variety of tasks simultaneously without error
• Ability to show good judgment and diplomacy is required in dealing with visitors, Board members, students, telephone contacts, scheduling of appointments, and coordination of travel for the President and Board of Regents, etc.
• Ability to analyze situations and solve problems while functioning in a major supportive role to the Office of the President

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