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Executive Manager/Sr. Executive Assistant

1 month ago

St Paul, United States Bethel University Full time
Executive Manager/Sr. Executive Assistant ID 2024-2024 Category President's Office Type Full-Time Months per year 12 Hours per week 40 Min USD $65,000.00/Yr. Max USD $75,000.00/Yr. Benefit Eligible Benefit Eligible FLSA Status Exempt Office Location 3900 Location St. Paul, Minnesota Workplace Onsite

Job Summary

The Executive Manager provides strategic assistance to the President and Chief of Staff. This position is responsible for professionally and confidentially managing the President's calendar and communications, facilitating the logistics of all Cabinet meetings. They work closely with the Chief of Staff on project management and support and provide consultation on the growth and development of the Administrative function across the University. This crucial role supports The President, Chief of Staff, Board of Trustees and the Cabinet, through the development and deployment of workplace efficiencies that improve departmental productivity and optimize leadership time. They advance a Bethel culture centered on Jesus as they interact with all members of the Bethel community.

Responsibilities

Manages the Office of the President:

  • Maintains a detailed awareness and pulse on the President's calendar of activities, travels and priorities; proactively anticipates the President's scheduling needs and manages their calendar accordingly.
  • Guides the President's calendar of events, by continuously monitoring existing commitments and fielding, responding to and prioritizing new meeting requests while ensuring all calendar invites are responded to.
  • Proactively provides the tools, resources and research necessary to optimize the President's time and energy; protects, upholds and advances the office of the President by obtaining and communicating key information.
  • Orchestrates the day-to-day operations of the President's office while providing a professional, welcoming environment that emulates Bethel University's core values; receives, responds to and triages incoming calls, and adaptively responds to each situation with grace and professionalism.
  • Engages and communicates with internal and external constituents on behalf of the President; communicates articulately and eloquently while continuously upholding the confidentiality of the Office of the President.
  • Composes and refines a variety of correspondences, reports and presentations, essential to the President's Office; leverages experience to develop first drafts of documents at Leadership's request with minimal information.
  • Facilitates and coordinates correspondence for the president, emulating responsiveness, urgency and diplomacy; determines items requiring the President's involvement and delegates communication appropriately.
  • Collaborates with the Conference and Events Services team for special events sponsored by the Office of the President.
  • Manages budget and expenditures for the Office of the President.

Strategic Project Support:

  • In collaboration with the Board of Trustees and Cabinet, assists the Chief of Staff in support of the implementation of the organization's strategic plan, including the preparation and maintenance of reports, presentations, dashboards and documentation.
  • Serves as project manager on ad-hoc projects; facilitates detailed project plans that document quantifiable goals, objectives, action items, owners and expected outcomes and completion dates.
  • Supports the President, Board and Cabinet by performing ad-hoc research and analysis to support strategic decision-making.

Board of Trustees Support & Liaison:

  • Serves as the President's administrative liaison to the Board of Trustees and Cabinet; maintains effective communication, discretion and confidentiality while ensuring engagement across all channels.
  • Develops a positive working relationship with the Board of Trustees that encourages, supports and recognizes their work with the University. Sets a tone that seeks to grow Trustee engagement and affinity towards Bethel University.
  • Works with the Chief of Staff and Office of Conference Events and Services to assist in the planning, preparation and documentation of Board of Trustee meetings ensuring meetings are well organized and codified. Gathers and incorporates feedback for areas of improvement.
  • Facilitates the end-to-end details and logistics of Board of Trustee meetings including sending of calendar invites, developing meeting agendas, securing locations, ensuring technology needs are met and documenting, circulating and storing of meeting minutes. Creates an outstanding meeting experience for Trustees.
  • Maintains the OnBoard platform ensuring appropriate documents and resources are current and secure.

Administrative Leadership:

  • May participate in the hiring process for administrative staff and offer consultation to the Office of People and Culture and the Cabinet on building high-performing and successful administrative teams.
  • Establishes best practices and provides training for other Administrative staff on tracking of 90-day objectives for Cabinet members and their departments.
  • Prioritizes training and development for self and other Administrative staff to acquire new skills and competencies; inspires all Administrative roles to enhance and apply skills that support individual and team growth and expansion. Viewed as a trusted resource for other Administrative staff and builds a collaborative environment for the Administrative function across the University.
  • Advises the Office of People and Culture (OPC) in providing the administrative support model to best support the University through process and practice development and execution.

Other duties as assigned:

  • The essential functions, tasks and responsibilities of this position may change from time to time. Bethel University reserves the right to add or omit duties and responsibilities at the discretion of the company or its leadership. Additional tasks or duties required of the position, will be communicated to the incumbent with specificity to ensure the employee may perform their role with complete understanding. This job description is intended to describe the general level of work being performed; it is not intended to be all-inclusive.

Required Skills

  • Project Management: Strong project management skills, including planning, execution, and monitoring of complex projects.
  • Analyze situations accurately and confidently adopt a course of action.
  • Ability to interact effectively with tact, diplomacy, initiative, and discretion with a wide variety of internal and external individuals.
  • Ability to work in a fast-paced, executive-level environment with a high degree of confidentiality, employing effective organization, time management, and prioritization skills.
  • Independently compose difficult correspondence and reports; independently make decisions and solve problems.
  • Ability to interpret data and assemble reports; compose and edit correspondence.
  • Demonstrated commitment to identifying and implementing solutions (e.g., tools and techniques) to optimize the team's effectiveness.
  • Proficiency with the Microsoft Office suite and Google Suite; proficiency or proven ability to learn key systems (e.g., OnBoard and Banner).
  • Self-motivated and able to work independently on highly complex tasks.
  • Strong written and verbal communication skills.
Experience

Required:

  • 5+ years of progressively responsible experience in strategic project management, support, and process improvement.
  • 2+ years of experience supporting C-level executives.
  • 2+ years preparing for, documenting and managing organizational strategic planning initiatives, goals and outcomes.
Education

Required:

  • Bachelor's degree

Preferred:

  • Master's degree

Additional Information

  • This position may require occasional travel between Bethel University buildings.
  • This job operates in a professional office environment. This role routinely uses standard office equipment such as desktop and/or laptop computers, photocopiers and smartphones.
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. The job requires extended periods of sitting and traversing the Bethel Campus on a regular basis. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.
  • Days and hours of work are Monday through Friday, with the expectation to work specific schedules and hours as identified and communicated by management. Occasional evening and weekend work may be required as job duties demand. This is a 40 hour per week, 12 months per year position. Must have flexible availability to include evening and weekend shifts.

Bethel seeks to recruit, retain, develop, and support a diverse workforce who contributes to our educational and Christ-centered mission. Bethel encourages candidates to apply who can assist the University to develop a faculty that reflects the diversity of people in God's kingdom through a variety of ethnicities, cultures, and lived experiences.

Learn more about our commitment to diversity in hiring .

Bethel University is a leader in Christ-centered higher education with approximately 4,700 students from 50 states and 32 countries enrolled in undergraduate, graduate, seminary, and adult education programs. Based in St. Paul, Minnesota, Bethel offers bachelor's and advanced degrees in nearly 100 fields. Educationally excellent classroom-based and online programs equip graduates to make exceptional contributions in life-long service to God and the world.

Bethel employs qualified individuals regardless of race, color, national origin, sex, disability, age, marital status, veteran status, familial status, and status with regard to public assistance. Individuals must be able to perform the essential functions of the position with or without reasonable accommodations.

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