Pacific Lutheran University Looking for Executive Assistant to the President Full Time

Hiring Range: $65,000 – $72,000 with excellent benefits.

Department: Office of the President

Date Posted: 03/24/2022

Closing Date: When a sufficient number of qualified candidates have been identified.

Work Schedule: Monday – Friday, 8:00 am – 5:00 pm. Some evening and weekend work will be required.

General Description:

The position provides a wide variety of highly complex administrative and clerical duties for the University President and Board of Regents. This position is expected to represent the Office of the President in a friendly, positive manner, initiate problem solving, and exhibit a high-level of collaboration and partnership across campus, while demonstrating good judgment and maintaining confidentiality where appropriate. The ideal candidate will thrive in this dynamic, high-influence environment. Reports to the President.

Essential Functions and Responsibilities:

• Serve as the first point of contact for the Office of the President, providing customer service, responding to inquiries, and initiating rapport or engaging on-going relationships.
• Exercise independent judgment in maximizing the time and effectiveness of the President by managing administrative details and performing a wide variety of administrative and clerical services, including, but not limited to managing the President’s calendar, requesting and coordinating pre-meeting briefing materials and talking points, initiating donor and constituent outreach, scheduling meetings and clarifying meeting outcomes and expectations, drafting messages, preparing agendas and related materials, organizing small events and supporting large university-wide events, taking minutes of meetings, and disseminating information.
• Assist the President in maintaining effective communication with the Board of Regents. Independently compose, edit and proofread correspondence at the direction of the President. Review and ensure the accuracy and completeness of the Board and President’s documents.
• Plan, coordinate and attend all Board of Regents’ meetings.
• Assist the President in maintaining effective engagement with key university constituents, donors and partners. In partnership with University Relations, provide accountability for a regular schedule of strategic engagement, record contact reports following engagements, and keep appropriate campus partners informed of outcomes and next steps.
• Receive, screen, prioritize, and respond appropriately to telephone, mail and email inquiries and correspondence. Respond to inquiries by providing high-level customer service and information regarding university policies or procedures, and consulting with individuals in positions of related responsibility, as necessary.
• Maintain the Office of the President website in partnership with Marketing and Communications.
• Support the President’s outreach efforts by prioritizing, managing and tracking community relationships. Follow-through on university relationships established with external organizations and coordinate with other university representatives when necessary. 
• Coordinate use and maintenance requests for Gonyea house, a university-owned residence for presidential meetings and events.
• Prepare budgets and manage financial operations of the President’s Office.
• Prepare for and attend various meetings, as directed. Provide meeting confirmations, parking passes, maps, and directions for individuals meeting with the President on campus. Prepare and compile all pertinent information, agendas, notification of attendees and transcribe meeting minutes. Secure and coordinate appropriate room setup and IT needs.
• Effectively manage the President’s off-campus travel, including coordinating with University Relations and campus partners to outline engagement opportunities and strategy, identifying and reserving appropriate meeting locations, requesting and coordinating briefing materials and optimizing the President’s time and attention while traveling.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to be self-directed and make independent decisions. Ability to apply critical thinking and problem solving skills.
• Excellent communication skills; ability to effectively communicate verbally and in writing with diverse internal and external audiences.
• Knowledge of and commitment to diversity, equity and inclusion.
• Exercise good judgment for the prompt completion of responsibilities in a fast-paced, frequently changing environment; ability to organize, set priorities, coordinate activities, meet deadlines.
• Demonstrate ability to provide professional, high-quality, courteous and responsive customer service with internal and external audiences.
• Consistently maintain confidentiality and sensitivity.

Required Qualifications:

• Five years of increasingly responsible high-level assistant and administrative support experience. Education can substitute for some experience.
• High School Diploma or GED.
• Demonstrated advanced computer skills including the use of a variety of software programs, such as Windows, Microsoft Word, Excel, PowerPoint, Google, and Zoom.
• Finalist candidates must satisfactorily complete pre-employment background checks.

Preferred Qualifications:

• Bachelor’s degree from an accredited college or university.
• Experience using Raiser’s Edge NXT or comparable constituent relationship management system, and other databases including Banner.
• Executive support experience.

Special Instructions to Applicants: Submit your application materials online to apply at: https://employment.plu.edu/postings/6865