The Executive Operations Specialist & Assistant to the Board of Trustees provides operational, administrative, and project support for the President’s Office and the college’s Board of Trustees. This professional position manages the President’s Office, assists with internal and external public relations, and engages in college and community service to help fulfill the mission and vision of the college. The position requires a thorough knowledge of college and Board of Trustees policies, procedures, and operations, and an understanding of the college’s role within the community. The position has recurring contact with members of the Board of Trustees, Executive Cabinet members, elected officials, private businesses, media, faculty, staff, students, and parents. The position performs operational functions to support institutional advancement, fundraising, workforce and education partnerships, community relations, the president’s cabinet, and the Board of Trustees.

PERFORM EXECUTIVE ADMINISTRATIVE OFFICE FUNCTIONS:

• Serves as an operational partner to the president for independent and group projects
• Manages the president’s suite of offices and meeting rooms, and provides administrative support for the Board of Trustees
• Maintains standards of confidentiality in accordance with the college, FERPA, student records, and other protected documentation guidelines
• Collects data, analyzes, and prepares reports
• Arranges, schedules, prepares agendas, and assembles agenda materials for a variety of meetings
• Records and transcribes minutes and notes
• Develops presentations and correspondence for internal and external audiences
• Maintains the president’s calendar, communications, travel arrangements, and represents the college at meetings and events
• Safeguards the confidentiality of college administration by exercising discretion in communicating information to faculty, students, staff and the various constituents served by the college and in handling administrative records, files, and similar confidential items
• Assists with development and management of the budgets under control of the president's office by maintaining budget records, approving travel, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, and completing budget transfers, as needed
• Conduct meetings and office operations when the president is not available

ASSIST WITH PUBLIC RELATIONS AND COMMUNICATION:

• Receive guests to the President’s Office and support the needs of internal and external stakeholders in a timely and professional manner
• Plan, execute, and assist with a variety of special events
• Assist in coordinating the president’s communications, social media, calendar, and community engagement activities
• Support content development for feature articles, blogs, web site, and social media posts
• Build positive relationships with SouthArk employees, students, alumni, donors, and external partners

ENGAGE IN COLLEGE AND COMMUNITY SERVICE:

• Serve on college committees and collaborate with education institutions, community, civic, and professional organizations
• Support continuous improvement, recruitment, enrollment, and retention strategies to advance student success
• Support continuous improvement and maintain positive relationships with employees to advance the college’s mission

DEMONSTRATE PROFESSIONALISM AND QUALITY CUSTOMER SERVICE:

• Demonstrate professionalism and quality customer service in accordance with the college’s values
• Develop positive working relationships with stakeholders, and maintain confidentiality in accordance with the college’s mission, goals, and values
• Provide excellent public relations and communication skills (written and verbal)
• Maintain strong technology skills including spreadsheets, database, presentation applications
• Follow directions and meet deadlines, complete assigned projects with minimal supervision, prioritize tasks, multitask, and provide support to multiple departments
• Analyze data, solve problems, and make timely decisions within the scope of the duties of the position
• Exhibit flexibility, a strong work ethic, and willingness to learn and assume additional duties
• Cope with stressful circumstances and cordially interact with people to accomplish tasks

QUALIFICATIONS AND COMPETENCIES: 

• An extensive knowledge of general office procedures, computer skills, supervisory skills, and ability to handle complex and sensitive functions with confidentiality
• Excellent verbal, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations
• A precise command of grammar, punctuation, spelling, and the correct usage of language is required
• Proven proficiency using word processing, spreadsheet, and presentation applications
• Attention to detail, self-motivation, and planning is required
• Strong computer skills are required and include keyboarding ability and proficiency with word processing, spreadsheets, presentation software, and ERP systems
• Excellent organizational skills are required
• Must be able to work independently, use initiative, and make substantive decisions quickly and professionally
• The ability to develop knowledge of, respect for, and skills to engage with those of other backgrounds is required
• Other duties as assigned

Required Education and Experience:

Education: An associate’s degree, preferably in a business-related field, is required.                

Experience: At least five years of increasingly responsible operations specialize, administrative assistant, or other related administrative experience is required.

Preferred Education and Experience:

Bachelor's degree in business or another related field is preferred.                                                                                                        

Experience in an equivalent role (Executive Assistant to College/University President, CEO, or similar position) is preferred.

Work Environment:

Office

Physical Demands:

Office/computer/desk work; some walking, minimal lifting

Travel Requirements:

Minimal travel primarily in state, within community, and to college campuses for community and college events. Travel for professional development.

Direct Reports:

None at this time. Could include work study students, extra help or an administrative assistant/specialist.