Executive Assistant to The President

2 weeks ago

Pewaukee, Wisconsin, United States Waukesha County Technical College Full time

Description:


Waukesha County Technical College (WCTC) is seeking a highly organized, dynamic, and professional Executive Assistant to provide comprehensive support to the WCTC President, Richard Barnhouse.

This pivotal role requires a blend of administrative expertise, excellent communication skills, and the ability to manage multiple priorities with discretion and professionalism.

The Executive Assistant serves as the primary point of contact for all internal and external constituencies on all matters pertaining to the Office of the President, facilitating effective communication and efficient operation of the office.

The Executive Assistant will also Serve as lead administrative support to the Board of Trustees on all board matters and communications.


For the past 100 years, WCTC has played an integral role in the economic engine of Waukesha County and southeastern Wisconsin.

Under the leadership Dr. Barnhouse, the College has set forth a new trajectory to change higher education in the region. Because of this, WCTC has seen growth in both student enrollment and facility expansion.

Be a part of a vibrant and dynamic community by joining us in shaping the future of education and making a meaningful impact on our students and community.


JOB SUMMARY


Provide high-level, comprehensive, professional administrative and support duties for the President based on an understanding of the College's policies, executive's views and philosophy of the College.

Promote the College's image by representing the President internally and externally, providing liaison between the office of the President, key executives, employees, the media and the public.

These duties and responsibilities involve varying degrees of detail, complexity and confidentiality.

Characteristic Duties and Responsibilities (include, but not limited to):

  • Prepare and generate routine, special and/or one-time reports including conclusions and recommendations. Maintain records varying in complexity, entering data and retrieving/selecting relevant information from a variety of sources. Develop and maintain a filing system.
  • Schedule appointments and meetings and at times, serve as the president's representative at meetings expressing the president's viewpoints at such meetings. Maintain calendar and anticipate ways in which executive time may be saved. Establish appointment priorities, reschedule or refuse appointments or invitations. Note commitments made by the president during meetings and arrange for follow up and/or implementation. Make arrangements for conference rooms and A/V equipment.
  • Support the President's outreach efforts by prioritizing, managing and tracking community relationships. Followthrough on college relationships established with external organizations and represent the President, when necessary.
  • Serve as lead administrative support to the Board of Trustees on all board matters and communications. Handle logistics for board meetings, prepare board meeting materials, and coordinate board vacancy process. Coordinate activities, meetings, and correspondence between the President and the Board.
  • Make, manage, and coordinate travel arrangements.
  • Provide "gatekeeper" and "getaway" roles, creating winwin situations for direct access to the president's time. Ensure that the President is on schedule throughout the day both on and off campus. May manage workflow by assigning tasks to other administrative employees, ensuring deadlines are met and work is completed correctly. Assist in training staff members and new hires.
  • Assist in the planning and coordination of on
- and off-campus meetings, events and/or workshops.

  • Order, expedite and verify receipt of supplies and materials, and maintain inventory; prepare invoices for purchasing. Assume responsibility for maintenance of office equipment i.e. computers, copy machines, printers, and all other materials, equipment, and services etc.
  • Assist in the verification, preparation, submission and tracking of expense reports. Assist in the preparation, reconciliation and general maintenance of the budget. Process budget transfers and journal entries. Manage vacation and sick time for the President, and coordinate and approve all vacation, sick time, and out of office requests for direct reports to the President.
  • Answer and screen telephone calls, take and relay messages, provide information, route calls to appropriate party and place outgoing calls. Greet and interact with students, faculty and staff. Receive visitors, ascertain nature of business and direct appropriately. Serve in a capacity that always represents the College and the President at premier level.
  • Handle and prioritize all outgoing and/or incoming mail. Summarize the content of incoming materials and draw attention to important information or conflict.
  • Other duties as assigned by the president.

Minimum Qualifications:

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

  • Effective interperso

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