Executive Office Coordinator
Zane State College
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Benefits offered by this job
Job summary
Zane State College seeks an Executive Office Coordinator to provide high-level support to the President and senior leadership within the President’s Office suite. This role manages daily operations, serves as the primary contact for stakeholders, and supports Board of Trustees activities.
The position requires exceptional organization, strong discretion, and proficiency with MS Office, calendar management, and event coordination in a fast-paced higher education setting.
Qualifications
- Associate degree required.
- Minimum of three years of executive-level administrative experience.
- Advanced proficiency with Microsoft Office Suite, Outlook, Teams and Zoom.
- Excellent written and verbal communication skills.
- Proven experience planning and coordinating events and meetings.
- Strong organizational and time management skills with multitasking ability.
- Experience supporting a Board of Trustees or equivalent governing body.
- Strong interpersonal skills and professionalism; ability to interact with diverse stakeholders.
- Valid Ohio driver’s license and ability to travel locally.
Responsibilities
- Manage day-to-day operations of the President’s Office and provide a welcoming, professional environment.
- Coordinate the President’s calendar, travel, and community engagements.
- Provide direct admin support to senior leaders (CAO, CSO, Foundation Director).
- Prepare correspondence, reports, and presentations for the President and leadership.
- Screen inquiries and manage confidential files in line with FERPA and policies.
- Process procurement, reimbursements, and budget transactions for the President’s Office.
- Coordinate procurement of office supplies and services.
- Support Board of Trustees logistics, agendas, and minutes.
- Assist Foundation staff with donor communications and events.
- Support college-wide communications, events, and community engagement.
Skills
Education
Tools
Job description
Position Description
The Executive Office Coordinator provides comprehensive, high-level Executive Office Coordinator support to the President and senior leadership team housed within the President’s Office suite, including the Chief Academic Officer, Chief Strategy Officer, and Director of the Zane State College Foundation. This professional and highly confidential position manages the daily operations of the President’s Office, serves as the primary point of contact for internal and external stakeholders, and supports the administrative functions of the Board of Trustees.
The Executive Office Coordinator ensures effective, collaborative, and service-oriented operations in the President’s Office and plays a vital role in institutional advancement, strategic communications, event coordination, and community engagement. This position requires exceptional organizational skills, strong technical proficiency, professional discretion, and the ability to manage multiple complex tasks simultaneously in a fast-paced higher education environment.
- Manage the day-to-day operations of the President’s Office, ensuring a professional, welcoming, and efficient environment for all visitors, staff, and stakeholders.
- Coordinate and maintain the President’s calendar, including scheduling meetings, appointments, travel arrangements, and community engagements.
- Provide direct administrative support to the Chief Academic Officer, Chief Strategy Officer, and Director of Foundation staff, including calendar management, correspondence, document preparation, and project coordination.
- Prepare, proofread, and distribute professional correspondence, memoranda, reports, presentations, and other documents on behalf of the President and senior leadership team.
- Receive and screen telephone calls, emails, and in-person inquiries directed to the President’s Office; respond to or redirect inquiries in a timely and professional manner.
- Manage confidential files, records, and information in accordance with FERPA and College policies and procedures.
- Process purchase requisitions, expense reports, travel reimbursements, and budget transactions for the President’s Office.
- Coordinate the procurement of office supplies, equipment, and services for the President’s Office suite.
- Provides support as administrative liaison to the Board of Trustees; coordinate meeting logistics, prepare and distribute agendas, supporting documents, and board packets.
- Attend Board of Trustees meetings and committee meetings; record, transcribe, and distribute accurate meeting minutes in a timely manner.
- Maintain official Board records, resolutions, and policy documents; ensure compliance with Ohio Revised Code requirements for public meetings and records retention.
- Coordinate Board member communications, orientation materials, and continuing education opportunities.
- Provide administrative support to the Director of the Zane State College Foundation, including donor communications, gift acknowledgment correspondence, event planning, and database management.
- Support the President’s advancement and fundraising activities by documenting contacts, tracking agreements, and maintaining records in the constituent management database.
- Assist with the coordination of Foundation Board of Directors meetings, including preparation of agendas, minutes, and financial reports.
- Support scholarship and donor stewardship programs, including the annual Scholar-Donor recognition events.
- Plan, organize committees, and execute College-wide events, ceremonies, and special projects as directed by the President, including commencement, convocation, and community partnership events.
- Coordinate and manage event logistics including venue reservations, catering, audio/visual needs, invitations, RSVP tracking, and day-of event support.
- Draft, edit, and coordinate professional communications on behalf of the President’s Office, including press releases, newsletter content, social media posts, and website updates.
- Represent the College at community, civic, and professional meetings and conferences as directed by the President.
- Serve as a primary campus resource for interdepartmental communication and coordination of institutional initiatives.
- Support compliance activities related to the Ohio Department of Higher Education, the Higher Learning Commission, and other accreditation and regulatory requirements.
- Assist with the coordination and preparation of institutional reports, surveys, and data requests from state and federal agencies.
- Maintain and update the College’s policy and procedure manual and online policy and procedure catalogue as directed by the President.
- Assist with public records requests in accordance with Ohio public records law.
- Perform other duties as assigned by the President to support institutional goals and the College’s mission.
The Executive Office Coordinator to the Presidentis expected to actively model, champion, and embed a culture of respect throughout every dimension of divisional leadership. The College is firmly committed to its Personal Touch principles of Respect, Responsiveness, and Responsibility (the "Three R's") in all professional relationships: employee to student, employee to employee, and employee to community.
- Demonstrate and promote respect for the dignity, perspectives, and contributions of all individuals, including students, faculty, staff, administrators, and community partners.
- Create and sustain an inclusive and equitable divisional climate that values diverse backgrounds, identities, experiences, and viewpoints.
- Address conflict, misconduct, and concerns in a fair, transparent, and timely manner consistent with college policies and values.
- Actively teach, model, and reinforce the Three R's — Respect, Responsiveness, and Responsibility — to influence the development of professional behaviors among faculty, staff, and students.
- Uphold the College's non-discrimination and equal opportunity commitments in all decisions
This is a full-time, twelve-month, exempt administrative staff position. Salary is commensurate with education and experience. Zane State College offers a comprehensive benefits package including health, dental, and vision insurance; State Employee Retirement System (SERS); paid vacation, sick leave, and holidays; and tuition waiver benefits.
- Associate degree required.
- Minimum of three (3) years of progressively responsible executive-level administrative experience, preferably in higher education or a public-sector organization.
- Demonstrated advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Access), Microsoft Outlook, Microsoft Teams, and Zoom.
- Excellent written and verbal communication skills with the ability to compose professional correspondence, reports, meeting minutes, and presentations.
- Proven experience planning and coordinating events, meetings, and special projects with meticulous attention to detail.
- Strong organizational and time management skills with the ability to prioritize and manage multiple tasks, projects, and deadlines simultaneously.
- Demonstrated ability to exercise sound judgment and maintain strict confidentiality of sensitive and privileged information.
- Experience supporting a Board of Trustees, Board of Directors, or similar governing body, including preparation of agendas, minutes, and official records.
- Strong interpersonal skills with the ability to interact professionally and diplomatically with diverse internal and external stakeholders at all organizational levels.
- Valid Ohio driver’s license and ability to travel locally for College-related business.
- Bachelor’s degree from an accredited institution in business administration, communications, public administration, or related field strongly preferred.
- Five (5) or more years of executive administrative experience in a community college or higher education setting.
- Experience with enterprise resource planning (ERP) systems, constituent relationship management (CRM) databases, and/or student information systems.
- Notary Public commission or willingness to obtain.
- Familiarity with Ohio Revised Code requirements related to public meetings and records retention.
- Experience with website content management systems and social media platforms for institutional communications.
Zane State College does not discriminate on the basis of race, color, religion, gender, gender identity or expression, national origin (ancestry), military status (past, present or future), disability, age (40 years or older), status as a parent during pregnancy and immediately after the birth of a child, status as a parent of a young child, status as a nursing mother, status as a foster parent, genetic information, or sexual orientation.
- Competitive base salary
- Comprehensive healthcare plans including medical, dental, vision, and prescription coverage
- HSA/FSA
- Employee Assistance Program
- Life and long-term disability insurance
- Supplemental retirement savings plans
- Generous paid time off including vacation, sick, and personal leave
- Monday - Thursday 4 day work week - 10 hr day
As required by Ohio Revised Code section 3345.0216, Zane State College will: educate students by means of free, open and rigorous intellectual inquiry to seek the truth; equip students with the opportunity to develop intellectual skills to reach their own, informed conclusions; not require, favor, disfavor or prohibit speech or lawful assembly; create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth and tolerates differences in opinion; treat all faculty, staff and students as individuals, hold them to equal standards and provide equality of opportunity with regard to race, ethnicity, religion, sex, sexual orientation, gender identity or gender expression.
Excellent benefits include medical, dental, vision, life insurance, long-term disability, and retirement.
01
Can you demonstrate advanced proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, Access, Outlook, Teams)?
- Yes
- No
02
Do you have a minimum of three years of experience in an executive-level administrative role?
- Yes
- No
03
Do you have a valid driver's license?
- Yes
- No
04
Do you have an Associate's degree?
- YES
- NO
- Required Question
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