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Executive Assistant to the Executive Vice President

4 months ago

Lancaster, United States Lancaster Bible College Full time
Job Summary:

The Executive Assistant provides high level professional and confidential administrative support to the Executive Vice President for a diverse range of executive-level work. The Executive Assistant will support the Executive Vice President in the general management of institutional strategic plan, assist with special projects, and follow the policies and procedures of the college. This role requires a level of professionalism, discretion, and confidentiality consistent with the stature of a position supporting the Executive Vice President of the College. With the intersection of work between the President and the Executive Vice President, the Executive Assistant also provides administrative support to the President's Office as needed.

Physical Requirements:

\t * Prolonged periods of sitting at a desk and working on a computer.
\t * Must be able to lift up to 15 pounds at times.

Personal Qualities:

\t * Emotional Intelligence

\t
\t\t * Social-Awareness - Anticipate needs: The ability to address the needs of the Executive Vice President, even before they are aware of them. The ability to recognize, be sensitive to and consider others' feelings, needs and perspectives. Being able to understand, help and work with others and take an active interest in their concerns.

\t\t
\t\t\t * For Example: This can either be something as small as ensuring they've eaten lunch before a big meeting, or something that can have a larger impact-like filtering distractions to keep the executive on track for meeting a deadline.
\t\t
\t\t
\t\t * Social-Management - Adaptability: The desire for, and enjoyment of, variety in the workplace, the capacity to keep an open mind and be flexible with different and creative approaches. Being willing to adjust as necessary. The ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy.
\t\t
\t\t\t * For Example: A great executive assistant practices sound judgment. Knowing when and how to take action, they can respond to and resolve unexpected issues.
\t\t
\t\t
\t\t * Self-Management - Look at situations from other people's perspective. Be attentive to feelings and respond to them in a positive way. Also, Be calm and control all negative emotions. Give constructive feedback to people. Help cultivate a feedback culture. Furthermore, they are able to juggle multiple tasks at once. If they have to quickly switch gears, they'll see that their original task is still completed in a timely manner.
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\t
\t * Cultural Intelligence
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\t\t * Executive Assistant helps build company culture: This is just another area where an assistant can make a significant impact. Aware of the cultural differences internally and externally at Lancaster Bible College. This individual is able to understand the different cultural values and beliefs. This means being flexible, patient, seeking learning opportunities, and a posture of guiding others. The ability to work with diverse students, faculty, staff, administrators, and other stakeholders.
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\t

Required Skills/Abilities:

\t * The ability to reflect, articulate and promote the mission, vision, and identity of the College.
\t * The ability to provide high level of attention to accuracy and detail.
\t * The desire to grow, develop, and mature, both spiritually and professionally.
\t * Excellent organizational, interpersonal, and problem-solving skills.
\t * Strong oral and written communication and research skills.
\t * The ability to develop, implement, and interpret policies and procedures and effectively communicate sensitive information to a diverse population.
\t * Strong time management and project management skills.
\t * Demonstrated ability to adapt, collaborate, make sound judgment, use discretion, and maintain confidentiality in a fast-paced executive-level office.
\t * Proficiency with Office 365 products and related technology solutions.
\t * Must have the ability to work independently, think critically, and handle diverse tasks.
\t * Detail-oriented.

Education and Experience:

\t * Bachelor's Degree required or equivalent related experience.
\t * Minimum of 5 years of directly related experience at the Executive Assistant level.
\t * Minimum of five years of experience in an administrative office; experience in academic administration or higher education preferred.

Duties/Responsibilities:

\t * Provide continuous evaluation and management of the Executive Vice President's calendar to reflect priorities for the next week, month, semester, and year.
\t * Draft written communication from the Executive Vice President or communicate on behalf of the Executive Vice President and the President's Office.
\t * Anticipate and gather data and information to equip the Executive Vice President in advance for projects, reports, presentations, meetings, etc.
\t * Schedule Executive Vice President's meetings as requested, care for logistics, draft agendas and reports for the Executive Vice President, maintain minutes or other records, and follow up as indicated.
\t * Manage the Executive Vice President's email and other correspondence. Note deadlines, draft responses when appropriate, gather information if needed, file.
\t * Collaborate and coordinate with other departments and entities as needed.
\t * Provides project management, including planning, research, organizing, managing, coordinating, and executing activities related to assigned projects to ensure reliable and efficient achievement of project goals for the college.
\t * Develop, launch, and maintain tools as needed (project charter, planning timeline, onboarding touchpoints sheet, proposal drafts, etc.)
\t * Actively seek out gaps or areas that cause bottlenecks.
\t * Assist in activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as in fostering collaboration with different departments.
\t * Assist in determining priority of matters of attention for the college.
\t * Keep the Executive Vice President advised of time-sensitive and priority issues, ensuring appropriate follow-up.
\t * Ensure tasks are delegated to appropriate staff members after planning conversations.
\t * Assist in other duties whenever called upon as needed for the good and welfare of the mission of the college.

Qualifications ",