Assistant to the President and the Board of Trustees

Description

Gustavus Adolphus College is one of the nation’s leading private liberal arts colleges serving over 2,200 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus is located on a scenic 340-acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities.

Job Summary: The Assistant to the President and the Board of Trustees reports directly to the President and is responsible for the overall operation of the President’s Office and providing organized and comprehensive executive-level administrative support to the President as well as the Board of Trustees.  This position serves as liaison between the President/President’s Office and students, faculty, staff, Board of Trustees, and all other College constituencies, requiring a high degree of professionalism, interpersonal and communication skills, independent judgment, and maturity.  This role must demonstrate the ability to manage multiple deadlines, be proactive and efficient, work efficiently with little supervision, handle shifting priorities, and interface internally and externally with high professionalism and confidentiality. 

Major Areas of Responsibility:

Administrative

• Provide executive-level support to the President, including calendar management, meeting and event coordination and preparation, travel coordination, and various communications.
• Oversee administrative, operational, and financial activities of the President’s Office and direct work flow.
• Organize and prepare the President for internal and external speaking engagements.
• Manage highly confidential information. Create drafts and assist in editing high-level correspondence, spreadsheets, agendas, and presentations, as needed.
• Provide oversight for special projects conducted by the President’s Office.
• Provide general administrative and organizational support for the President and Board of Trustees.
• Consult with the President regularly on priorities and maintain strict confidentiality of conversations and materials.
• Represent the President and the College in all activities in a professional, trustworthy, and congenial manner that reflects the College’s mission, values, and goals.
• Compose, edit, proofread, and review correspondence, internal and external announcements and marketing materials, documents, reports, etc. on behalf of the President and President’s Office.
• Screen/Review/Forward email messages, incoming mail, and telephone calls on behalf of the President.
• Manage budget for the President’s Office and Board of Trustees, including creating purchase orders, paying invoices, and reconciling expenses.  
• Supervise and provide backup support for the Executive Assistant in the President’s Office.
• Coordinate the President’s participation in events and meetings, ensuring the President has all meeting materials necessary.
• Manage communications and serve as liaison between the President and all internal and external constituencies.
• Commit to ongoing personal work related to equity and inclusion, and provide support for institutional goals and initiatives in these areas.

Board of Trustees Responsibilities

• Support the Board Chair and other trustees in the execution of their duties.
• Serve as liaison to the Board of Trustees, the Executive Committee, and the Governance Group and manage meetings, including preparation of agendas, handling of meeting arrangements and logistics, collecting and uploading materials on the Board portal, maintaining official Board records, and attending meetings and recording minutes.
• Manage processes for special Board initiatives as requested.
• Develop and maintain extensive knowledge of Presidential and Board activities to ensure adequate preparation and strategic communications for all meetings/events in a timely and efficient manner.

President’s Cabinet/Committee Participation

• Support the President’s Cabinet by preparing and distributing meeting agendas and materials, attending meetings, recording minutes, posting summaries in Inside Gustavus, and maintaining official records.
• Collaborate with the President and Cabinet in determining and prioritizing strategies, institutional goals, and associated metrics.
• Work with leadership to monitor and communicate progress toward goals.
• Serve as a member of the College’s emergency response team as Liaison Officer.
• Provide management support for and participate in senior level search processes initiated by the President’s Office as requested.
• Serve as member of the Commencement Committee, coordinate script for Commencement, and lead platform party and processional.
• Serve on campus committees as appointed.

Event Planning

• Work closely with other departments on events, programs, and meetings involving the President.
• Participate in the planning for various annual or special events and provide budget support when needed.  

Other Responsibilities

• Take on other responsibilities as appropriate or as assigned by the President