PRIMARY FUNCTION:
The Leech Lake Tribal College seeks a solutions-oriented, self-starter to join our team as the Executive Assistant to the President. The Executive Assistant will provide a wide range of complex and highly sensitive office management and administrative support to the President and the Board of Trustees, requiring the highest ethical and confidentiality standards. In addition, the ideal individual will serve as a key point of contact for internal and external constituencies. The Executive Assistant will possess excellent judgment in various situations, demonstrate superior written and verbal communication skills, pay close attention to detail, maintain a positive demeanor, and balance multiple priorities.
ESSENTIAL RESPONSIBILITIES:
President (85%):
- Serve as the first point of contact for all inquiries to the President's office by coordinating the daily operations, including screening incoming calls, greeting visitors, and responding to email inquiries.
- Manage the President's calendar (schedule calls, plan meetings, etc.)
- Work closely with the President to inform her of upcoming commitments and responsibilities and follow up appropriately.
- Coordinate meetings, assemble background materials as appropriate, and prepare necessary materials and information for the President's meetings.
- Participate in management meetings as a business partner, taking notes for the President, organizing data using a high level of judgment and decision-making, analyzing materials and situations, and making recommendations to the President
- Attend meetings, seminars, lectures, and programs as assigned for minutes and note-taking
- Frequently compose, proofread, and finalize letters, memoranda, forms, reports from notes, and rough drafts, and coordinate and manage projects for the President
- Prepare all travel and meeting arrangements for the President, the Board of Trustees, and other delegates.
- Respond to requests from the Board of Trustees and the administrative team, soliciting responses from departmental management
- Upon the President's direction, independently research and compile information on various matters requiring management attention, and concisely present findings.
- Increase the President's available time to attend to higher institutional issues by assuming a more active role in working with Directors, staff, and students, solving immediate problems, coordinating activities, and facilitating communication.
- Oversee the budget for the President's Office
- Review and process all reimbursement requests that the President must approve. Reimbursements may include, but are not limited to, travel reimbursements, invoices, or other payment or reimbursement forms originating from multiple campus departments.
- Requisition processing for the purchase of goods and services, some of which include contract agreements through the procurement and payment processes.
- Produce and distribute a Presidential communication or newsletter, which includes researching and writing articles, image research, and editing
- Work with the President during campus emergencies and appropriate campus emergency personnel
- Acts in an administrative capacity to manage internal office activity and productivity, as well as projects and deadlines
- Coordinates logistics for the college's social events and receptions hosted by the President
- Other duties and special projects, as needed
Board of Trustees (15%):
- Serve as the Administrative Assistant to the Board of Trustees and maintain official institutional documents
- Inform possible board nominees about the application process, respond to questions from the public about board duties and membership, and document all inquiries regarding board nomination.
- Assume an active role in drafting board agendas and board meeting planning. Serve as the note taker at Board of Trustees meetings and coordinate board training sessions under the supervision of the President.
- Research, draft, and maintain a Board Policy Handbook.
- Take and prepare meeting minutes, transcribe and type, proofread, and prepare for distribution to the Board of Trustees and other departments as directed.
- Oversee records and create and maintain archives for the Board of Trustees
- Oversee the budgets for the Board of Trustees
SKILLS/ABILITIES:
- Ability to demonstrate a professional and accomplished customer service demeanor at all times.
- Excellent analytical, customer service, public relations, and networking skills
- Ability to handle multiple work priorities promptly, initiating, organizing, planning, and implementing work and projects.
- Ability to work collaboratively with colleagues in other departments and senior management, reporting to the President
- Ability to effectively use application information systems and applications in analysis, research, and reporting activities and projects
- Demonstrated background working without close supervision to begin projects independently (or as assigned) and bring projects (or assignments) to a conclusion promptly and accurately.
- Proficient and demonstrated expertise and knowledge of up-to-date office practices and procedures.
- Demonstrated and advanced computer literacy with all Microsoft Office Suite software programs.
- Demonstrated skill in the use of standard office equipment.
- Ability to maintain confidentiality and adhere to the highest standards of judgment, discretion, and diplomacy.
- Demonstrated willingness to take self-initiative and self-direction.
- Excellent writing skills (grammar, vocabulary, and punctuation) to draft and create a wide range of documents for the President's office.
- Excellent verbal communication skills to effectively and efficiently interact with a wide range of internal and external audiences.
- Excellent interpersonal and customer service skills to resolve issues or concerns that reach the 'President's office in a positive, professional, and constructive manner.
- Proven ability to adhere to appropriate standards of conduct and ethics, including:
- ability to represent the 'President's office professionally
- confidentiality
- integrity and honesty
- ability to follow directives
- ability to adapt to changing work environments
- ability to cooperate and work respectfully with others
- ability to participate in proactive problem solving
- ability to focus on and attend to job duties with diligence and motivation
- ability to participate in meetings as required
- ability to engage in communications that are only appropriate or professional
- Ability to interact and work successfully with faculty, students, and staff as related to job responsibilities, which includes maintaining a cordial environment in the 'President's Office.
- Ability to demonstrate a courteous and professional attitude and presence.
- Ability to work well under pressure and play a vital role in the process of delivering quality work in a timely manner.
EDUCATION:
Must have an Associate Degree with 3-5 years of collegiate executive assistant experience. Bachelor's degree preferred.
LICENSES AND OTHER REQUIREMENTS:
Valid Minnesota driver's license and current auto insurance.
