Executive Assistant to the President

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 a variety of memos, documents, letters, emails and forms from notes, verbal direction or from knowledge of College policies and procedures, copy and distribute, as appropriate. May independently respond to and/or sign correspondence not requiring direct action from the President. Conduct research and prepare anticipated materials needed for conferences, appointments, meetings and presentations.
• 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. Follow-through 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 win-win 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 interpersonal communication skills - oral, written and listening to interact internally and externally on behalf of the President.
• Excellent organizational and time management skills
• Demonstrate the use of sound judgment, tact and diplomacy in dealing with confidential information and responding to a variety of high visibility items.
• Ability to attend closely to detailed work, completing and maintaining a high level of accuracy.
• Ability to apply critical thinking and problem-solving skills to work processes.
• Ability to multi-task and work on several complex projects simultaneously and adequately.
• Ability to work independently and as part of a team, sometimes with little or no supervision.
• Ability to handle complex and sensitive functions with discretion.
• Ability to anticipate needs before they arise.
• Ability to make timely, information-based decisions distinguishing between relevant and irrelevant information, and consulting others, when appropriate.
• Intermediate level of proficiency with computer software applications such as word processing, spreadsheets and databases, as well as other tech and web skills.
• Willingness to work extended hours, as needed and work at the pace of the President.

EDUCATIONAL AND EXPERIENCE REQUIREMENTS

• Bachelor's degree in education, business, public administration or closely related field. Master's degree preferred
• Five years of administrative support experience providing executive level management support in an academic or professional office environment or related work experience

Supplemental Information

The Executive Assistant supports the President of WCTC and is available to start on/or before June 3, 2024.

To ensure full consideration, all applicants will be required to submit a current resume/CV and cover letter addressing the position.

BENEFITS

In exchange for joining WCTC, we offer:

• Competitive compensation
• Comprehensive Benefits Package, including the WRS retirement plan
• Generous time off and holiday schedule
• Opportunities for professional growth and development
• Collaborative and supportive team environment with WCTC staff and leadership

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