Executive Assistant to the President

Warner Pacific University; Portland (OR); On-site; USD 25,000 - 45,000; Part time

Job summary

Warner Pacific College in Portland, OR, seeks an Executive Assistant to the President for a 0.5 FTE position. The role delivers high-level administrative support, manages the President’s calendar, and coordinates communications with university stakeholders.

The successful candidate will handle confidential matters, prepare board materials, and assist with travel and events while upholding the University’s mission and values.

Qualifications

• Bachelor’s degree from an accredited institution.
• At least five years of administrative assistant experience.
• Excellent verbal and written communication.
• Strong multitasking and organizational skills.
• Ability to handle confidential information with discretion.
• Proficiency with MS Office (Word, Excel, PowerPoint).

Responsibilities

• Manage a complex calendar of the President’s engagements.
• Greet visitors and respond to inquiries professionally.
• Coordinate Board of Trustees meetings and travel arrangements.
• Prepare agendas, minutes, and board documentation.
• Draft correspondence and manage records with confidentiality.
• Assist with budget tracking for the President’s Office.
• Support planning Presidential events and special projects.
• Ensure compliance with University policies and lifestyle standards.

Skills

Calendar management

Executive support

Communications

Confidentiality

Budgeting & finance support

Education

Bachelor’s degree

Tools

Microsoft Office

Budgeting software

Job description

Position Title: Executive Assistant to the President

FLSA: Non-Exempt

FTE Level: 0.5 FTE

Department: President’s Office

Reporting Relationship: President

Summary Description: The Executive Assistant to the President supports the President in operational and administrative details and performs administrative functions that require a thorough knowledge of University policies, procedures and operations and an understanding of the University’s role within the community. The Executive Assistant to the President has recurring contact with members of the Board of Trustees, senior administrators, public and private officials, students, and parents. The Executive Assistant to the President exercises initiative and independent judgment in managing the President’s schedule and the office’s daily activities. The Executive Assistant to the President uses discretion and appropriate levels of confidentiality in dissemination of information to faculty, students, staff and various publics served by the University and coordinates activities with several administrative units of the university. The position provides hospitality to visitors, and reflects the University, its mission and values.

Primary Job Duties

• Facilitate the efficient utilization of the President’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.
• Promote a positive image of the University by greeting and receiving visitors to the President’s Office, responding to inquiries from diverse University publics (e.g. students, parents, faculty, staff, alumni and public and private officials), referring inquiries or problems to the appropriate office or person.
• Serves as a liaison between the President and other University administrators, members of the Board of Trustees, public and private officials, faculty, staff, students, and the various publics served by the University by communicating policy, decisions, and documents issued by the University, gathering information and providing information to the President.
• Safeguards the confidentiality of University administration by exercising discretion in communicating information to various publics served by the University, and faculty, staff and students, and in handling administrative records, files and similar confidential items.
• Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or organization for outgoing communication.
• Assists the President in oversight functions by prioritizing the reviewing, monitoring, approving of University personnel action forms and other correspondence and documents prepared by the president, or by other offices for the president’s signature.
• Facilitates the effective planning and organization of Board of Trustees’ meetings by assuming responsibility for the timely availability of agendas for the Board of Trustees’ meetings, collecting documentation and compiling the Board book, posting the agenda and supporting documents electronically, and acting as the event coordinator for the Board meetings.
• Coordination with the administrative assistants of members of the Board of Trustees Executive Committee to post agendas for Executive Committee meetings.
• Acts as liaison for members of the Board of Trustees by answering their questions, directing them to appropriate administrators for more information and making travel arrangements, lodging accommodations, and event registrations for them.
• Collaborate with the events coordinator for various functions of the President’s Office.
• Serves as liaison with the President’s Cabinet as well as the Leadership Advisory Council for the President, assisting with development and distribution of agendas and minutes.
• Facilitates efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers, including the Board of Trustees.
• Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting information in useable and understandable formats.
• Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy, and proofreading of publications.
• Assists with the development and management of the budgets under control of the President’s Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, completing budget transfers and approving international travel for the University.
• Performs record management of complex records by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed. Ensure that organizational and official documents are maintained in the electronic institutional file.
• Remains competent and current through self-directed professional reading, developing professional relationships with colleagues and attending professional development seminars as possible, and attending training and/or courses as required by the President.
• May be asked to participate in or lead special projects for the President’s Office
• Will attend and help plan Presidential events
• Will be available to work some evening and weekend hours
• Be present in the office on a daily basis unless arrangements are made with the employee’s direct supervisor.
• Contribute to the support and implementation of the University Strategic Plan.
• Participate in Warner Pacific University professional development opportunities.
• Adhere to University policies and procedures.
• Demonstrate a commitment to a Christian liberal arts education by upholding the mission of the University and abiding by the Employment Standards and Lifestyle Agreement.
• Exhibit commitment to inclusiveness and sensitivity in areas of national origin, ethnicity, culture, gender, and disabilities.
• Perform other duties as assigned.

Minimum Qualifications

• Experience working with diverse populations.
• Bachelor’s degree from an accredited higher education institution or an equivalent combination of education and experience.
• At least five years of increasingly responsible administrative assistant experience is required which must include extensive knowledge of general office procedures and practices.
• 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 correct usage of the English language is required.
• Must be adept at consistently multitasking while accurately attending to detail.
• Computer literacy is required and includes keyboarding ability and proficiency with word processing, spreadsheets, and presentation software.
• Excellent organizational skills are required.
• Must be able to work independently, use initiative, and make substantive decisions quickly.
• The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Preferred Qualifications

• Experience working in higher education
• Master’s degree from an accredited higher education institution

Physical Demands – Work Environment

The position is located in a typical office environment. Professional attire is required.

Warner Pacific University’s Mission

Warner Pacific is a Christ-centered, urban, diverse, minority-serving, Hispanic-serving, liberal arts University dedicated to providing students with an education that prepares them to engage actively in a constantly changing world. Our hiring practices reflect our missional commitment to being a Christ-centered institution.

Warner Pacific University’s Commitment to Diversity

Warner Pacific Universityis an Equal Opportunity Employer that seeks a diverse workforce of committed Christians from all racial, ethnic, and socio-economic backgrounds.Warner Pacific University is committed to hiring staff and faculty with an intentionality that demonstrates the importance of having an employee community that reflects the racial and ethnic diversity of the students we serve.

Employment and Lifestyle Standards

Warner Pacific is a Christ-centered urban liberal artsUniversitydedicated to providing students from diverse backgrounds an education that prepares them to engage actively in a constantly changing world. TheUniversitywas founded in 1937 by the Church ofGod (Anderson, Indiana). Central to Warner Pacific’sidentity as a Christ-centered higher education institution is the policy of hiring persons whose personal and professional lives reflect:1. A belief in the deity of and commitment to Jesus Christ and the Christian faith, as interpreted through the historic witness of Scripture and the continuing ministry of the Holy Spirit.2. The practice of following Christ through day-to-day personal lifestyle choices.3. A vitality of Christian experience maturing in insight and application and appreciative of differing viewpoints.4. A commitment to life-long learning and service through personal and professional development.5.For teaching faculty, the expression of artful teaching, based on mastery of relevant subject matter and in an environment of purposeful and rigorous inquiry amongst a community of scholars who support one another.6. A capability, by temperament, preparation, and will, to support students as they confront the intellectual, social, physical, emotional, and spiritual challenges of their lives.7. A sensitivity to and support for the mission, core themes, vision, values, ethos and traditions of the Warner PacificUniversitycommunity.8. A commitment to teaching and serving in harmony with the doctrines of the Holy Bible.

Employee Agreement

Mission-based hiring is of critical importance to Warner Pacific University. Employees are expected to demonstrate and articulate a vital Christian faith and to live in a manner consistent with a Christ-centered lifestyle as informed by the Scriptures of the New Testament.

Warner Pacific’s students, faculty and staff are expected to foster an environment of mutual respect and accountability, to care for the personal dignity of others and to exercise integrity in their conduct and communication. The University environment is expected to be free from discrimination and harassment (including bullying). When an individual’s behavior has direct implications for others and/or the well-being of the University community, there may be cause for institutional involvement, regardless of where the situation occurs.

Warner Pacific University desires to provide a safe and healthy environment for staff, faculty, students, visitors and guests. Therefore, smoking is not permitted on University property, in its vehicles, or at any University sponsored event. The use of illegal drugs or non-prescribed controlled substances is strictly prohibited. Use of alcoholic beverages or tobacco products is strictly prohibited on Warner Pacific University campuses.

Equal Employment Opportunity

Warner Pacific provides equal opportunity for employment and advancement for all employees and applicants regardless of race, color, sex, gender, national origin, citizenship status, disability, age, genetic information, status with regard to public assistance, veteran status and any other status protected by laws and regulations to which Warner Pacific is subject. All employment decisions, including hiring, promotions, compensation, benefits, transfers, and terminations are made in a manner that does not discriminate against individuals in the categories discussed above. Because Warner Pacific is a Christian liberal artsUniversity, theUniversityexercises its legal right to hire Christian employees to fulfill its mission and purpose.

**NOTE:Alljoboffersarecontingentupon successfullypassingabackgroundcheck andcompletingall requiredpaperwork.