Executive Assistant to the President; Secretary of the Board of Trustees and College

Under the general supervision of the President this fulltime position provides a variety of primary administrative support functions to the Office of the President of the College and the Board of Trustees; coordinates and prioritizes all internal services to support the Presidents Office and the Board of Trustees; compiles confidential information and reports; coordinates the Presidents calendar; manages assigned projects; develops routine correspondence; and provides frontline service and acts a liaison to visitors and callers using independent judgment as appropriate to prioritize channel and facilitate communication on behalf of the President with utmost professionalism and confidentiality.

Essential Duties include the following. Other duties may be assigned.

Office of the President (70%)

• Provides primary administrative support to the President to ensure timely efficient and effective workflow and confidentiality. Maintains appropriate professional office coverage during normal business hours. Maintains routine followup and tracking systems as appropriate for ongoing Office and College functions.
• Coordinates Presidents calendar and appointment schedules. Schedules rooms auxiliary services and special requests as needed.
• Manages travel arrangements including but not limited to booking of flights trains car rentals hotel accommodations car service.
• Maintains the Presidents Office files databases and other reports as required.
• Provides frontline service by screening greeting and responding to office visitors and/or answering telephones and/or mail and email. Prepares routine correspondence and reports.
• Requests researches compiles and analyzes data for a variety of projects at the request of the President.
• Refers visitors and/or issues to appropriate staff.
• Collects and distributes daily incoming and outgoing mail; brings priority matters to the attention of the President; completes duplicating assignments; maintains office supply inventory and general filing system.
• Oversees organization and distribution of birthday cards for faculty and staff.
• Coordinates presidents office response to invites to inaugural events including but not limited to congratulatory letter citation delegation coordination and rental regalia.
• Takes notes and transcribes notes at meetings as appropriate.
• Processes invoices for payment; prepares the Presidents reimbursement requests; maintains Presidents financial reports; and verifies entries in budget reports.
• Orders office supplies.
• Monitors Presidents Office computer hardware and software and other appropriate technology.
• Serves as liaison for the President in matters relating to routine maintenance and upkeep of the Presidents House.
• Represents Presidents Office on Commencement Committee and other ad hoc campus committees.
• Responsible for setting the tone of professionalism standards of performance and cooperation among support staff and fosters cooperative relationships and harmonious flow of work between division and other entities across campus.
• Maintains the official College seal and furnishes authenticated documents to various internal and external organizations and agencies.

Board of Trustees (30%)

• Manages Board of Trustees Portal; creates log in credentials and accounts in board portal for new trustees senior team members faculty representatives on committees and others requiring access; uploads resources and materials for committee and board meetings; provides training to new users; updates individual accounts regularly to ensure all information is accurate and up to date.
• Manages all aspects of the Board of Trustees communications; directs the preparation assembly and distribution of all correspondence schedules committee agendas reports and minutes; maintains current bylaws; archives meeting records; updates current and emeriti trustee lists.
• Provides approved and draft board of trustee and committee minutes to the Colleges auditor annually.
• Manages distribution and data collection for all board surveys and boards yearly performance evaluation of the President.
• Maintain monthly calendar of board action items and board chair and vice chair duties.
• Coordinates internal services to support Board meetings and related functions including but not limited to room reservations auxiliary services and special requests as needed.
• Requests researches compiles and analyzes data for a variety of projects at the request of the Board Chairperson or Vice Chair.
• Coordinates internal services to support of Board members participation in Commencement and Convocation including but not limited to regalia robes assistant to Platform Party room reservations auxiliary services and special requests as needed.
• Coordinates new Trustee orientation including but not limited to agenda room reservations auxiliary services and special requests as needed. Reviews and updates orientation materials yearly.
• Monitors Trustee budget; orders gifts for retiring Trustees.

Qualifications

We seek a candidate who values diversity equity and inclusion in all that they do. Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood Colleges mission as a studentcentered liberal arts institution.

To perform this job successfully the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required.

Education and/or Experience

Minimum Requirements/Qualifications

Bachelors degree from a fouryear college university or secretarial science school and three to five years related experience providing support to Csuite executives; or an equivalent combination of education and experience. Knowledge of office practices and procedures. Knowledge of correct grammar spelling punctuation document construction and editorial enhancement. Ability to detect sensitive situations and respond appropriately. Ability to work independently and use discretion as appropriate in problemsolving situations. Ability to understand interpret and apply policies codes and other legal requirements. Ability to work collegially with a variety of constituencies and departments. Ability to work in a highpressure and stressful environment meeting multiple deadlines while providing highquality professional service. Ability to present positive manner and to maintain professional effectiveness and demeanor during peak workflow periods. High degree of ethical problemsolving and decisionmaking skills.

Technology Skills

Maximizes office productivity through proficient use of appropriate software applications including Microsoft Productivity Software such as Word PowerPoint Excel; Internet; E mail applications; and other standard office equipment. Ability to learn new applications quickly including organizationwide information systems and departmentspecific software applications.

Language Skills

Strong oral and written communication skills. Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone. Ability to write routine reports and correspondence.

Mathematical Skills

Proficient with statistical and financial concepts. Must have the ability to apply those concepts to tracking projections goal setting and interpreting reports. Must be able to draw conclusions from reports and make cost effective decisions regarding programs.

Reasoning Ability

Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written oral diagram or schedule form. Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in the theoretical arena and apply logic as appropriate.

Compensation

This position has an annual starting salary range of $76500.00 to $85000.00 depending on circumstances including an applicants skills and qualifications certain degrees and certifications prior job experience training and other relevant factors. Hood College has provided a compensation range representing its good faith estimate of what the College may pay for the position at the time of posting. The College may ultimately pay more or less than the posted compensation range. Hood College offers excellent benefits including medical dental vision retirement paid time off and tuition benefits. Learn more about Hood College.

To Apply

We invite qualified candidates to apply online via our electronic application which requires submission of a cover letter resum and three professional references.

If you need assistance with the online application process please email or call (301).

Hood College is committed to diversity in its faculty and staff and subscribes to a policy of hiring only individuals legally eligible to work in the United States. EOE/AAP/M/F/Vet/Disability Employer

Hood College does not discriminate on the basis of sex race color national origin sexual orientation gender identity or gender expression marital status pregnancy disability religionorage in recruitmentadmission and access to or treatment or employment in its programs services benefits or activities as required by applicablelaws includingTitle IX of the Educational Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973and complies with the law regarding reasonable accommodation for disabled applicants and students. Inquiries aboutdiscrimination or reasonable accommodation should be referredto the Title IX and Section 504 Coordinator at Alumnae Hall 401 Rosemont Avenue Frederick MD. 21701(AD 312)(301). For complete information on Hood Colleges nondiscrimination policy pleasevisit