Executive Assistant to the President

Position Summary

The Executive Assistant to the President will act as a confidential administrative assistant to the College President and assigned members of the President’s Cabinet. The Executive Assistant also serves as the administrative liaison and recording secretary to the Board of Trustees.

Duties and Responsibilities

Coordinates appointments and meetings with faculty, students and administration, and with the Board of Trustees and its committees.  This includes preparation of agenda, arranging meeting place, equipment, materials or displays needed for the meeting, and attendance at meetings to assist in presentation or to take notes, etc. as required.

Handles all administration and tasks deemed of a confidential nature for the President, Board of Trustees, and members of the President’s Cabinet.

Maintains a high-level of confidentiality regarding personnel, legal, and institutional matters.

Serves as corresponding secretary for the Board of Trustees handling all materials, including those of a highly confidential nature. Attends board meetings and record minutes and maintains permanent records of Board minutes and related material. Ensures compliance with open meetings laws and maintains accurate and permanent Board records.

Maintains records of collective bargaining data including highly confidential data and strategy information.

Maintains all files of the College President’s Office and those of the Board of Trustees according to the NYS and SUNY Records Retention Guidelines.

Take minutes and meeting notes, as assigned.

Relates to internal and external stakeholders, presenting the President’s Office in a professional and coordinated manner.

Ensures communications to and from SUNY are coordinated and matters involving the President are prioritized.

Administers budgets for the President’s Office, the Board of Trustees and, as required, for the administrative units responsible to the College President, as required.

Works with Human Resources and the Office of Academic Affairs to coordinate hiring letters for all employees, letters of re-appointment for faculty, faculty promotion, tenure and sabbatical leave.  Will maintain the control files for determining deadlines for these activities.

Prepares complex travel arrangements; transportation; hotel or other housing; conference registration; follow-up on confirmations; travel expense accounts for the College President and members of the Board of Trustees, as well as assigned members of the President’s Cabinet.  If the College President is the chairperson of a meeting group, their Assistant will arrange the schedule, assist with the preparation of the agenda and material for the meeting, in addition to arranging for the meeting place and notification of all participants.

Assists in the organization of College and other events involving the President’s Office.

Prepares, maintains, and reports generated from the President’s Office including the monitoring of deadlines, lead-time, etc., on such reports.

Participates in activities involving the Middle States Evaluation Team and other external visits, when conducting their periodic reviews or meetings on campus.  This will include setting up lodging, meals and support services for the team during their site visit.

Serves as the President’s representative on the C-GCC Association, Inc. Board of Directors and Chancellor’s Award for Excellence Committee.

Maintains contact with legislative representatives in Columbia and Greene County and their staff.

Organizes and host such gatherings as requested by the President.

Other duties as required to support department and institutional goals and as assigned by the College President, and or Chairperson of the Board of Trustees.

Education and Experience

Associate degree required. Bachelor’s degree preferred.

Five years or more office experience, preferably supporting executive leadership, with at least three-years in an independent/decision making role.

Essential Knowledge, Skills, Abilities

High level of confidentiality and discretion with proven ability to exercise independent judgment in appropriate circumstances. 

High level of professional standards and presentation.

Knowledge of proper office etiquette and good judgment.

Proven ability to handle difficult situations involving confidential personnel and financial matters.

Excellent knowledge of office procedures, terminology, and equipment, preferably in higher education.

Excellence in written and verbal communication.

Commitment to diversity, equity, and inclusion in the workplace.   

Management of multiple priorities in a fast-paced environment.

Salary and Benefit Information

Salary range is $63,000-$70,000 and will be determined by a variety of factors including experience, education, and training/skills and certification. The College offers a comprehensive benefits package that includes medical and dental insurance, short-and long-term disability, generous vacation, and sick leave, paid holidays, pre-tax flexible spending accounts, retirement plans, tax-deferred compensation, as well as employee and dependent tuition waivers. PSLF waivers offered.