Description

Position Summary

The Confidential Executive Assistant to the President serves as a highly trusted and autonomous administrative professional within the Office of the President. Reporting directly to the President and working closely with the Chief of Staff, this position supports senior leadership by ensuring the efficient, organized, and confidential operation of the President's Office. This role combines high-level executive coordination with hands-on operational support and requires exceptional judgment, discretion, and the ability to manage complex priorities in a fast-paced environment while supporting institutional goals and initiatives.

Essential Duties and Responsibilities

Executive Support

• Manage the President's daily calendar and itinerary, including scheduling appointments, confirming meetings, and preparing agendas and briefing materials.
• Anticipate the needs of the President and senior leadership to ensure effective time management and seamless daily operations.
• Coordinate travel arrangements and monitor follow-up actions resulting from meetings and engagements.

Office Operations and Administration

• Support the daily operations of the President's Office while maintaining efficiency, organization, and strict confidentiality.
• Manage front desk operations, including greeting visitors, directing inquiries, and handling incoming calls and correspondence.
• Maintain office systems, records, supplies, and files while implementing processes that enhance workflow and operational effectiveness.

Communication and Correspondence

• Draft and prepare confidential correspondence, reports, memoranda, and other communications on behalf of the President and senior leadership.
• Screen and respond to calls, emails, and mail with professionalism, discretion, and accuracy.
• Ensure all outgoing communications reflect the executive voice, maintain confidentiality, and uphold institutional standards.

Meetings, Events, and Special Initiatives

• Coordinate logistics for meetings and events, including scheduling, room reservations, parking, catering, and technology support.
• Prepare materials, agendas, and documentation for executive and governance meetings, including leadership and Board-related activities.
• Assist with high-profile and special events hosted by the President's Office, including institutional ceremonies and holiday functions.
• Record meeting minutes, track action items, and monitor follow-up activities to ensure timely completion of key initiatives.

Financial and Administrative Coordination

• Process invoices and payments, ensuring required documentation (e.g., W-9 forms) is obtained and payments are reconciled monthly.
• Oversee reconciliation of expenses and credit card statements.

Liaison and Cross-Functional Coordination

• Serve as a key liaison between the President's Office, internal departments, and external stakeholders.
• Provide administrative support to additional functional areas, including Institutional Research and Strategic Marketing & Communications, as needed.

Other Duties

• Perform special projects and additional responsibilities in support of the President, Chief of Staff, and institutional priorities.

Required Qualifications/Education and Experience

• Bachelor's degree required.
• Minimum of five (5) years of progressively responsible administrative experience, preferably in higher education or a similarly complex organization.

Skills and Competencies

• Exceptional organizational, interpersonal, and communication skills, both written and verbal.
• Strong attention to detail with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite, calendar management systems, and virtual meeting platforms.
• Ability to coordinate complex logistics, events, and executive-level workflows efficiently.

Professionalism and Judgment

• Demonstrated ability to maintain strict confidentiality and exercise sound judgment in sensitive situations.
• Ability to work independently with minimal supervision in a high-profile executive environment.
• Proven ability to interact with diverse stakeholders with professionalism, diplomacy, and discretion.

Starting Salary: $ 65,000 - $70,000

Please note: This is an on-campus position and is not remote. The successful candidate must be available to work on-site at Rockland Community College.

Application Deadline: Until Filled

Include three (3) professional references (including names, phone numbers and e-mail addresses). References will not be contacted without prior permission of the candidate. Employment at the College may be subject to the favorable result of a background investigation. Official transcripts will be required upon employment. Foreign transcripts which are not accompanied by an evaluation from an approved agency may not be reviewed. Applicants may contact NACES (National Association of Credential Evaluating Service) at www.naces.org to obtain a list of members providing this service. Any expenses incurred for this service must be borne by the applicant. Foreign transcript translations by applicant or educational institution are not acceptable.

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Rockland Community College is an equal opportunity employer. Our mission demonstrates a strong public commitment to a diverse and inclusive campus community.