Senior Executive Coordinator

2 weeks ago

GondrecourtleChâteau, Grand Est, United States Bethel University Full time

Position Overview

:

The Senior Executive Coordinator plays a pivotal role in providing high-level strategic support to the President and Chief of Staff. This position is tasked with the professional and confidential management of the President's schedule and communications, as well as facilitating the logistics of key leadership meetings. The Coordinator collaborates closely with the Chief of Staff on project oversight and offers guidance on enhancing the administrative functions throughout the institution. This essential role aids the President, Chief of Staff, Board of Trustees, and the leadership team by fostering workplace efficiencies that enhance departmental productivity and optimize executive time. The Coordinator embodies a culture centered on values as they engage with all members of the university community.

Key Responsibilities

:

Office Management:

  • Maintains comprehensive awareness of the President's schedule, travel, and priorities; anticipates scheduling needs and manages the calendar effectively.
  • Oversees the President's calendar of events, continuously monitoring commitments and prioritizing new meeting requests while ensuring timely responses to all calendar invitations.
  • Provides necessary tools, resources, and research to maximize the President's time and energy; safeguards and promotes the integrity of the President's office by communicating essential information.
  • Coordinates daily operations of the President's office, creating a professional and welcoming atmosphere that reflects the institution's core values; handles incoming calls with professionalism and adaptability.
  • Engages with internal and external stakeholders on behalf of the President, ensuring clear and confidential communication.
  • Drafts and refines various correspondences, reports, and presentations vital to the President's office; utilizes experience to produce initial drafts with minimal direction.
  • Facilitates correspondence for the President, demonstrating responsiveness and diplomacy; identifies matters requiring the President's attention and delegates communication as appropriate.
  • Collaborates with the events team for special initiatives sponsored by the President's office.
  • Manages the budget and expenditures for the President's office.

Strategic Project Management:

  • Assists the Chief of Staff in implementing the strategic plan in collaboration with the Board of Trustees and leadership team, including the preparation and maintenance of reports and documentation.
  • Acts as project manager for special initiatives; develops detailed project plans that outline measurable goals, objectives, action items, and timelines.
  • Supports the President and leadership team by conducting research and analysis to inform strategic decisions.

Board of Trustees Liaison:

  • Serves as the administrative liaison to the Board of Trustees, ensuring effective communication and confidentiality while fostering engagement.
  • Builds positive relationships with Board members to encourage their involvement and support for the institution.
  • Assists in the planning and documentation of Board meetings, ensuring organization and feedback incorporation for continuous improvement.
  • Manages all logistical details of Board meetings, including calendar invites, agendas, location arrangements, and minute documentation.
  • Maintains the document management platform, ensuring all resources are current and secure.

Administrative Leadership:

  • May participate in the recruitment process for administrative staff and provide insights to enhance team performance.
  • Establishes best practices and offers training for administrative staff on tracking objectives for leadership members.
  • Encourages professional development for self and others to enhance skills and competencies; fosters a collaborative environment for administrative functions.
  • Advises on the administrative support model to optimize institutional processes and practices.

Additional Responsibilities:

  • Job functions may evolve over time, and the institution reserves the right to modify duties as necessary. Any changes will be communicated clearly to ensure understanding of the role.

Required Skills:

  • Strong project management capabilities, including planning and execution of complex initiatives.
  • Ability to analyze situations accurately and confidently take action.
  • Effective interpersonal skills with a focus on tact, diplomacy, and discretion.
  • Experience in a fast-paced, executive-level environment with a high degree of confidentiality.
  • Proficient in composing correspondence and reports independently.
  • Ability to interpret data and compile reports; strong writing and editing skills.
  • Commitment to identifying and implementing solutions to enhance team effectiveness.
  • Proficiency in Microsoft Office and Google Suite; ability to learn new systems quickly.
  • Self-motivated with the ability to work independently on complex tasks.

Experience:

  • 5+ years of experience in strategic project management and process improvement.
  • 2+ years supporting C-level executives.
  • 2+ years in preparing and managing strategic planning initiatives.

Education:

  • Bachelor's degree required.
  • Master's degree preferred.

Additional Information:

  • This position may require occasional travel between university locations.
  • Operates in a professional office environment with standard office equipment.
  • Physical demands include regular communication and close vision; the role requires extended periods of sitting and movement around campus.
  • Work hours are typically Monday through Friday, with occasional evening and weekend responsibilities.

Bethel University is committed to fostering a diverse workforce that contributes to our educational mission. We encourage candidates from diverse backgrounds to apply.

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