Executive Assistant/Assistant Secretary to the Board
Executive Assistant/Assistant Secretary to the Board
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$ 27 - 32
1 Vacancy
Job Description
APPLICATION INSTRUCTIONS:
- Interested applicants should submit the following materials with their application:
- Cover Letter
- Resume
TYPE OF POSITION/EMPLOYMENT CATEGORY:FullTime Staff
DEPARTMENT: Treasurers Office
SCHEDULE: Monday Friday 9am to 5pm
- Occasional evening work required.
REMOTE WORK ELIGILITY: No
HOURS/WEEK and MONTHS/YEAR:35hours/week and 52 weeks/year
FLSA STATUS: NonExempt Hourly
GENERAL PURPOSE
Provides senior level administrative support to the Vice President for Finance and Treasurer. This position interacts and communicates with both external constituents (i.e. executives faculty principals) and internal staff to resolve issues and manage the calendar and administrative office of the Vice President.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Manage complex calendar and travel schedule for the Vice President for Finance and Treasurer with attention to their needs goals and priorities. Anticipate and manage preparation needs for executive meetings and events. Manage multiple competing priorities. Answer screen direct and prioritize all incoming calls. Troubleshoot/problem solve when necessary and appropriate otherwise direct to the appropriate office or personnel. Maintain all calendars. Must have the ability to work and communicate effectively and diplomatically with all individuals.
- Prepares creative presentation materials to display financial data for the benefit of the Board of Trustees and other internal and external University constituents. Writes edits and produces internal and external communications for the Vice President. Responsible for the preparation of minutes for various meetings called by the Vice President; attends confidential sessions and takes closed session minutes.
- Plans and schedule events prepares reports and maintains files and databases. Prepares correspondence schedules and confirms appointments shares documents and other materials as necessary. Initiates schedules and/or monitors the processing of hiring requests budget transfers contracts requisitions supplies and room reservation setups.
- Coordinator the work of the Board of Trustees by serving as the first point of contact and coordinator of the many facets of their work. This includes but is no limited to effective communication meeting scheduling Board agenda preparation meeting notices reminders meeting minutes committee work committee membership term limits bylaws charters conflicts of interest and permanent record keeping.
- Provide administrative support to the Secretary to the Board/Senior Director of of Compliance with meeting agendas calendar scheduling phone calls emails followups appointment reminders and special projects related to the work of the Board.
- Manage the Board Portal and serve as the Universitys Portal administrator training and providing ongoing support in the use of the Board portal by the Executive Assistants and others. Serve as the liaison to Executive Assistants in their work related to Board Committees including but not limited to the scheduling and managing of Board Committee meetings timing of meeting notices and document delivery/posting meeting summaries and the use of OnBoard Portal Software.
REQUIRED MINIMUM QUALIFICATIONS
- Bachelors degree
- 5 to 8 years of work related experience
- Microsoft Office (Outlook Word PowerPoint Excel)
- Databases
- Jenzbar Software
RESPONSIBILITY FOR PUBLIC CONTACT
- Daily contact requiring courtesy discretion and sound judgment.
SALARY INFORMATION
When determining the salary offer for a new employee Molloy considers several key characteristics such as job knowledge skills and experience as well as internal and external equity. The hiring hourly rate for this position is $27.93 to $32.75. This hourly range represents the Universitys good faith and reasonable estimate of the range of compensation at the time of posting.
As part of its total compensation package Molloy University offers an extensive range of benefits and programs for its employees including excellent health and dental insurance options generous time off and tuition benefits. For further information please visitBenefits Molloy University.
AN EQUAL OPPORTUNITY EMPLOYER
Women minorities persons with disabilities and veterans are encouraged to apply.
Molloy University does not discriminate on the basis of an individuals race color national origin religion creed age disability sex gender identity sexual orientation familial status pregnancy predisposing genetic characteristics or military status; in its administration of educational policies programs or activities; its admissions policies; or in employment practices.Molloy University takes its responsibility seriously to establish an environment in which the dignity and worth of all members of the institutional community are respected. In its effort to provide an optimal learning environment the University seeks the appointment of persons who are highly qualified and whose background is appropriate to fill each vacancy. It is University policy to recruit employ retain and promote employees without discrimination regarding sex race color creed religion age marital status sexual orientation veteran status national or ethnic origin or physical disability.
Employment Type
Full-Time
