Assistant to the President

Grace Christian University; Grand Rapids (MI); On-site; USD 60,000 - 90,000; Full time

Job summary

Grace Christian University is seeking a highly organized Assistant to the President to provide executive support, manage the President’s calendar, and coordinate communications and travel.

You will liaise with the Board of Directors and senior management, support special projects, and help with donor outreach and campus events, contributing to the university’s mission.

Qualifications

• Bachelor’s degree or equivalent field experience required.
• Experience in higher education preferred.

Responsibilities

• Manages executive calendar and coordinates appointments for the President.
• Prepares confidential correspondence and travel itineraries.
• Acts as liaison to Board of Directors and supports donor outreach.

Skills

Calendar management

Proofreading

Travel planning

Executive support

Board liaison

Donor outreach

Event coordination

Education

Bachelor’s degree or equivalent

Higher education experience preferred

Tools

Google Workspace

Microsoft Office

Job description

Salary: Commensurate with degree and experience

Summary

Job Title: Assistant to the President

Reports to: President

Department: President’s Office

Status: Full-time, Exempt

Location: On-Campus

Salary: Commensurate with degree and experience

Summary

Reporting directly to the President, the President’s Assistant provides executive support in a close one-on-one working relationship.The President’s Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects that are mission-driven, results-driven, and community-oriented.It is important to have a learning attitude to participate and learn skills from the President, which will transfer to future roles or increased success in this role. The President’s Assistant will leverage his skills to maximize the effectiveness of the President in his leadership of the University and the cultivation of relationships with stakeholders.

Essential DutiesDay-to-Day Administration

• Completes a wide variety of administrative tasks for the President, including:
• managing an extremely active calendar of appointments;
• facilitating the communication activities of the President with a careful eye to proofreading and editing content;
• preparing correspondence that is sometimes confidential;
• arranging complex and detailed travel plans, itineraries, and agendas;
• compiling documents for travel-related meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Maintains daily communication with the President and collaborates with the Executive Vice President on tasks and issues as needed and as time allows.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.
• Acts as the board liaison between the President and the Board of Directors; adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Works closely with the Advancement Department on special projects, donor outreach, and other initiatives as needed.
• Plans, coordinates, and ensures the President’s schedule is followed and respected.
• Quality, warm “experience and image manager” of the Office of the President – local and on the road.
• Alumni Operations Assistant to the Director of Alumni:
• Including making decisions regarding promotional materials.
• Exercising discretion as to what activities are measured as success and return on time investment for the Director and Alumni Committee.
• Assisting with budgeting and expense reporting for alumni events and travel expenses.
• Deciding along with the Alumni Director on appropriate gift items.
• Developing and assisting in alumni relationship building and helping to bridge the gap between alumni and advancement departments.

Ongoing Relational Stewarding

• Provides “gatekeeper” and “gateway” roles, creating win-win situations for direct access to the President’s time and office.
• Accompany the President on visits with partners while maintaining meeting notes and follow-up actions.
• Executes follow-up activities with contacts made by the President and supports the cultivation of ongoing relationships.
• Provides leadership to build relationships crucial to the success of the organization.
• Able to travel with the President to speak to groups and/or individuals to promote or gain donor relationships for Grace Christian University (including occasional overnight visits).
• Participates and helps facilitate events and activities of the President’s Office.

Special Projects and Events

• Coordinates projects for the “First Lady” of GCU as needed and requested.
• Manages a variety of special projects for the President.
• Prioritizes conflicting needs; handles matters expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Keeps on schedule any special initiatives and needed follow-up of these with individuals on campus and off campus.
• Any additional responsibilities that advance our mission and uphold our organizational values according to your supervisor.
• Be available and take operational leadership for alumni events or communications as planned throughout the year.

Qualifications

To perform this job successfully, an individual must be able to complete each essential duty with excellence (high proficiency). The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education/Experience

• Bachelor’s degree or equivalent field experience.
• Experience in higher education preferred.

Computer Skills

• Possess a strong working knowledge of computer applications (particularly Google Workspace and Microsoft Office applications).
• Ability to accurately and efficiently perform required technical tasks and learn new technology quickly.

Communication Skills

• Skilled in communicating in a manner that is courteous, respectful, and professional.
• Ability to use cultural intelligence to interact effectively with a culturally diverse population and a variety of stakeholders, students, alumni, administrative staff, etc.
• Excellent written, oral, and interpersonal communication skills, void of jargon.
• Proven capabilities in establishing appropriate professional rapport with courtesy and tact; listening effectively and accurately to determine others’ needs; collecting necessary information; following through appropriately; and handling escalating situations with concern and confidence.

Customer Service Skills – (many of these are noted above)

• Skilled to deal effectively, respectfully, and professionally with people of culturally diverse backgrounds, beliefs, and cultures.
• Capable of establishing appropriate, professional rapport with courtesy and tact.
• Equipped to listen attentively for verbal and non-verbal cues to ensure accuracy for necessary information and to follow through appropriately, to make informed decisions, and handle escalating situations with empathy.
• Able to create a warm and welcoming experience for stakeholders visiting the campus and meeting with the President.

Decisiveness/Reasoning

• Able to define problems, collect data, establish facts, and draw valid conclusions, collaboratively with others to come to a reasonable resolution.
• Capable of approaching new ideas or challenges with a sense of possibility, openness, and positivity with the highest consideration for organizational priority.

Self-Sufficient/ Team Player

• Must display the ability to be a team player, yet have the self-drive to work independently, take initiative, and perform with minimal supervision.
• Express genuine interest in the team’s well-being, and proactively model organizational customs, beliefs, and values.

Physical Demands

• Travel is required as needed for meetings and presentations for various events/activities.
• While performing the duties of this job, the employee is regularly required to sit and use their hands to type.
• The employee frequently is required to reach with hands and arms and talk and hear.
• The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee may frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 40 pounds.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Foundational

• Acknowledge Jesus Christ as personal Lord and Savior and demonstrate personal maturity and godliness, growing in conformity to the image of Christ.
• Foundational to employment at Grace Christian University is to acknowledge Jesus Christ as personal Lord and Savior and demonstrate personal maturity and godliness, growing in conformity to the image of Christ. All employees are required to confirm their alignment with the University Statement of Faith and Human Sexuality Policy.
• Regular church attendance in a Bible-teaching church and willingness to serve according to giftedness
• A genuine interest in the ongoing success of Grace Christian University and the support of the mission statement of “Graduating Courageous Ambassadors for Christ Who Make an Eternal Impact Wherever They Go. ”