Executive Assistant Presidents Office

About ACU

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of PositionExecutive Assistant Presidents OfficePosting LocationAbilene TexasDepartmentPresidents OfficeEmployee ClassExempt Fulltime StaffBasic ResponsibilitiesA. Manage all aspects of the schedule for the President and COS including calendar and travel arrangements.
B. Serve as the primary administrative support for the Presidents Office.
C. Recruit hire train and supervise student employees.
D. Serve as administrative support for the Presidents Venture Council (PVC).Essential Duties

A. Manage all aspects of the schedule for the President and COS including calendar and travel arrangements.

1. Schedule appointments and travel and keep detailed itineraries.
2. Keep updated calendar of all trips and speaking appointments.
3. Work with ACUs Office of University Events to determine event requirements for Presidential lunches dinners receptions and other entertainment venues at oncampus and offcampus locations.
4. Coordinate in conjunction with the COS Presidents involvement in events including the agenda speeches and presentation materials.

B. Serve as the primary administrative support for the Presidents Office (including but not limited to the following tasks)

1. Ensure student employees are well trained to greet visitors and to receive screen and redirect phone calls; serve as back up when needed.
2. Ensure all incoming mail is opened date stamped and routed in a timely manner.
3. Ensure all outgoing mail is scanned and saved. Certain fundraising or VIP mail will have additional procedures that need to be followed.
4. Upon direction of the COS send emails and write letters on the Presidents behalf.
5. Ensure office supplies are kept in stock and that all equipment is operating properly (e.g. copier scanner etc..
6. Learn how to navigate and operate within ACUs databases.
7. Manage all detail of all Presidents Office budgets.
8. Assist as needed at the Presidents Circle dinner and other key events as needed.
9. Coordinate all administrative details of ACUs annual Opening Assembly.
10. Prepare and distribute timely agendas reports and meeting summaries as directed by the COS.

C. Recruit hire train and supervise student employees.

1. Determine student employee staffing levels with approval of the COS.
2. Recruit appropriate number of qualified student employees to ensure adequate coverage at reception desk and to ensure that administrative tasks will be completed in a timely manner.
3. Hire student employees with approval of the COS.
4. Train student employees in all aspects of the daily operations of the Presidents Office and keep the Student Employee Handbook up to date.
5. Delegate work assignments to student employees and ensure they are completed in a timely manner.
6. Supervise student employees to ensure they are providing exceptional customer service are performing their tasks well and are motivated to perform at a high level.
7. Complete the Monthly Incentive Report with each student discuss performance and reward accordingly.
8. At the end of each long semester complete the Student Worker Evaluation discuss performance and reward accordingly.
9. Build collaborative atmosphere between student workers through monthly meetings.

D. Serve as administrative support for the Presidents Venture Council (PVC).

1. Become familiar with PVC members by name and by face. Establish rapport due to the high amount of interaction they have with the President and senior leaders.
2. Prepare invitation letters to the PVC as directed by the President or COS and track membership details.
3. Plan all details for the annual PVC retreat in conjunction with University Events and Advancement offices.
4. Attend the annual PVC retreat and assist with details as needed by the President and PVC members.

Other duties may be assigned. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Professional Development Requirements

1. College degree preferred but not required
2. At least five years substantive administrative assistant experience preferred
3. Ability to work well in a fastpaced environment
4. Highly organized
5. Attention to detail
6. Working knowledge of Microsoft Office suite Word Excel PowerPoint
7. Working knowledge of Google Suite Google drive calendar spaces etc.

QualificationsACU is affiliated with the fellowship of the Church of Christ. This position requires the employee to be a professing Christian and to be willing to support the Christian mission of ACU.

1. Positive attitude
2. Ability to keep information confidential
3. Flexibility
4. Dependability
5. High initiative
6. Ability to manage multiple tasks simultaneously
7. Ability to work well with a wide range of constituencies

Physical Demands1. Work extended hours at certain times of the year
2. Handle stress well (high volume and highspeed demands)Additional Information

ACU does not unlawfully discriminate on the basis of race color age sex disability genetic information national or ethnic origin in employment opportunities in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the universitys financial and physical assets. Therefore Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.