Title: Executive Assistant to the President & Board of Trustees FLSA Status: Exempt

Reports To: President FTE: 1.0
Department: Presidents Office

Are you a proactive detail-oriented professional who thrives in a fast-paced executive environment Linfield University invites applications for an Executive Assistant to the President & Board of Trustees. This high-impact role supports the President and Board by providing exceptional administrative project management and event coordination support while upholding the universitys mission of Connecting Learning Life and Community.

Department Summary:

The Office of the President leads Linfields commitment to excellence by advancing the mission of Connecting Learning Life and Community. The Office of the President works on behalf of all Linfield stakeholders including prospective and current students and their families faculty staff trustees and alumni. The Office of the President is a fast-paced and collaborative department that works with a wide variety of people across the institution on high level strategic initiatives set forth by the President.

Job Summary:

The Executive Assistant is responsible for the organization coordination and administration of projects events and initiatives led by the Office of the President. The Executive Assistant handles a wide range of administrative and executive support duties and must be able to work both collaboratively and independently with little or no supervision while exercising sound judgement.

The Executive Assistant works with a variety of people excellent communication skills (written and verbal) are necessary to work effectively with students faculty staff trustees donors alumni and other stakeholders. In particular the Executive Assistant to the President is responsible for supporting the activities of the Board of Trustees. Those activities may include but are not limited to correspondence with the Board of Trustees scheduling meetings of the Board of Trustees supporting special board projects and handling all associated logistics for Board of Trustees interactions with the Office of the President and the greater Linfield community.

The Executive Assistant provides professional and strategic support in a professional manner while maintaining confidentiality and discretion in accordance with internal policies and federal regulations.

Responsibilities:

• Manage the Office of the President organize office operations and procedures and partner with relevant university departments (should say all departments or similar) to carry out the business of the President. Creating events processes and procedure to provide standards of operation
• Maintain a healthy budget account and prevents overspending
• Oversee Visa cards approval for Vice Presidents
• Organize and submit requests for payment to Accounts Payable timely and accurately
• Oversee and approve time-off requests for the Presidents Direct Reports.
• Ensure workflows for job requisitions are monitored and approved
• Monitor Presidents office email inbox and delegate and respond appropriately.
• Monitor Presidents office Central site as well as creating relevant news/announcements frequently.
• Manage logistics and central site for the cabinet
• Drafts minutes and agenda for cabinet meeting and other meetings as required. Preserves institutional knowledge and act as knowledge base for inquiries.
• Send campus wide messages on behalf of the President Board Chair and other High value task force (President Search Committee for example)
• Compile and provide all necessary preparatory and background information for daily meetings with donors alumni politicians and other relevant constituents.
• Review research and summarize administrative information and data prepares related reports briefings and PowerPoint presentations as necessary.
• Foster an environment in which all members of the Linfield community may learn live and work in a climate of mutual respect and inclusion.
• Manage executive business schedules and calendars including arranging meetings (internally and externally) conference calls and booking appointments and organizes all details for travel including flight and accommodations.
• Answer and screen all in-coming communication including phone calls emails and meet and greet walk-in visitors.
• Coordinate oversee and manage logistical details of events such as conferences business meetings lectures performances and other strategic events such as:
  • Fall gathering
  • Years of Service coordination with HR and other departments who sponsor gifts
  • Winter Gathering
  • Other pop-up events per president: Peace Pole gatherings at the Pres house
• Coordinate special projects for the Board of Trustees and the Office of the President reporting progress and related outcome to leadership on a regular basis.2-3 days Board of Trustees events coordination with Sodexo faculty students and leadership team.
• Answer questions and correspondence with 30 board of trustees members as well as other questions regarding to the board in daily basis.
• Supports the board chair with any tasks frequently; scheduling with the President changes in committee list sending messages etc.
• Transcribes minutes for board and other meetings and supporting other assistants with their concerns and questions regarding the board.
• Trains new assistants and the VPs with on-boarding regarding to board matters
• Liaise with partners vendors and stakeholders and manage appropriate events budget.
• Perform other duties as assigned.

Work Schedule: M-F 8-5 with flexibility for weekend and evening events.

Qualifications:

Bachelors degree and five years executive assistant experience or an equivalent combination of education and experience demonstrating:

• Experience providing administrative support to executive management staff.
• Excellent written verbal and intercultural communication skills and ability to communicate with diverse populations across all levels of faculty staff students parents and the community at-large.
• Professionalism discretion and ability to maintain confidentiality of sensitive information.
• Highly effective organizational project management and analytical skills.
• Ability to be proactive problem solve and be tactful and work effectively under pressure with high attention to detail.
• Proficient skills using Microsoft Office products including Word Excel PowerPoint or similar programs.
• Proficient in or ability to quickly learn software programs used in academic settings and teleconferencing tools such as Zoom and Microsoft Teams.
• Ability to be flexible and adapt to changes in the work environment manage competing demands and be able to prioritize assignments meet deadlines and work in a collaborative team environment.
• Knowledge of academic management reporting and tracking systems
• Understanding of academic protocol and the complexities of academia.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in an office environment. Constant sitting seeing (viewing computer monitor) talking hearing and repetitive hand wrist and finger movement. Must be able to operate in a noisy and distracting environment. Frequent walking standing climbing stairs. Occasional lifting pushing and pulling up to 25 pounds. May be exposed to weather elements when going from building to building.

We Value Diversity:

Linfield University is actively engaged in promoting advancing and confirming our commitment to diversity and inclusion. We believe that a diverse and vibrant Linfield contributes to academic excellence and critical thinking. We welcome applicants who bring a diversity of identity culture experience perspective and thought. All candidates are encouraged to address how their professional and lived experience scholarship teaching mentorship and/or service will build on our diversity and inclusion efforts.

Linfield University participates in E-Verify to verify the identity and work eligibility of all new employees.

To apply please submit your application materials through the Linfield University employment portal. We look forward to learning more about how your experience and passion align with our mission.