Executive Assistant to the President (EAP)

Executive Assistant to the President (EAP)

Position Summary:

Responsible for all management and administration duties of the Office of the President. Position requires diplomacy, professionalism, discretion, and efficiency. The EAP supports all aspects of the work of the President and helps to carry out the President’s priorities and thus the mission of the institution. The EAP serves as the liaison and recording secretary to the Board of Regents (BOR) and the Corporation Board and coordinates the details for these meetings. The EAP coordinates details related to use of the President’s House.

Duties and Responsibilities:

The primary duties and responsibilities of the Executive Assistant are as follows:

I. Administrative Duties

• Utilize effective organizational and managerial skills in the administration of the Office of the President.

• Meet regularly with the President to receive, update, and review delegated tasks from the President.

• Manage the President's calendar ensuring time and detail preparation for all meetings, projects, events, travel, and in-office work.

• Manage the President's travel schedule and coordinate plans with University constituencies who require the President's participation in out-of-town events; authorize payment to the President for travel expenses and other debit items.

• Schedule meetings as requested by the President and coordinate meeting preparations. Ensure that President’s calendar is current and accurate.

• Coordinate effectively with all members of the President’s Cabinet, with particular attention to interactions and communications with the Development area, given the President’s role as chief fundraiser for the university.

• Be familiar with all current issues managed by the President and be able to communicate with individuals regarding these issues as appropriate

• Interact with administrators, faculty, and staff to assist with strong campus communications.

• In the absence of the President, or at the President’s request, respond to inquiries as necessary.

• Screen calls, visits, and requests as appropriate.

• Provide support for the President's membership on boards, councils, and task forces external to the University.

• Assist with proofreading drafts and final copies of all correspondence, reports, etc., prepared for the President's signature.

• Plan for and project, with the President, the annual budgetary needs of the Office of the President, and monitor monthly budget statements and request clarification when necessary.

• Coordinate and communicate with others in the President’s Office/VPAA suite, including assistance with office coverage and with shared physical spaces.

• Serve as President’s Office liaison to the Black and Gold President’s Council, coordinating with the faculty advisor and President as appropriate.

• Arrange for maintenance and other details related to the University vehicle provided to the President.

II. Board of Regents and Corporation Board

• As Liaison and Recording Secretary to the BOR & Corporation Board, coordinate Board meetings and serve as the interface between administrative staff and the BOR & Corporation Board.

• Maintain official Board Minute Books, Board actions, address lists, and all records and documents of the BOR and Corporation Board.

• Prepare and distribute minutes for the BOR and Corporation Board.

• Coordinate preparation of materials for BOR and Corporation Board meetings and conduct appropriate follow-up subsequent to meetings.

• In conjunction with the President, plan the annual schedule of Board meetings, Corporation Board meetings, and related activities. Arrange all logistics for these events.

• Create, maintain, and monitor critical timeline schedule for submission of Board and Corporation materials to be considered for Board action.

• Working with the President, BOR leadership, and the Governance and Regents Committee, assist in the logistics of the BOR nomination process, as well as new regent orientation. Provide staff support to the Governance and Regents Committee as requested.

• Assist out of town BOR members and Corporation Board members with travel plans and accommodations.

• Arrange for flowers, memorial gifts, congratulations, and condolences to be sent as needed on behalf of the BOR, the Corporation Board, and/or the President’s Office.

III. President’s House

• Coordinate with the President on scheduling and utilization of the President’s House for campus and community events.

• Coordinate with Facilities area regarding maintenance needs at President’s House

• Arrange details for events at President’s House, coordinating with others as needed.

• Attend functions at President’s House when requested.

Position Requirements:

• Bachelor’s degree
• Four years professional administrative experience
• Proven ability to deal with complex factors in efficient and professional manner
• High degree of judgement and confidentiality required
• Excellent oral and written communication skills, with ability to provide careful attention to detail
• Excellent organizational and planning skills
• Ability to work independently and make autonomous decisions when necessary.
• Proficiency in Microsoft Office: Word, Excel, Adobe, PowerPoint, as well as ability to learn other programs and skills as needed.

Preferred Qualifications Include, but not limited to:

• Experience in higher education preferred.

• Maintain a professional image.

• Keep the work environment neat and orderly.

• Maintain a safe environment through adherence to all safety procedures.

• Work as a team player, supporting and assisting the President and all campus employees.

• Identify and participate in resolution of departmental/institutional problems with fairness and continuous quality improvement as a goal.

• Enhance team effectiveness through dependability.

• Make all visitors and employees feel welcome and respected as individuals, treating them with courtesy and dignity.

• Exhibit appropriate behavior in customer areas.

• Demonstrate essential phone, email, and text courtesy.

Benefits are competitive. Texas Lutheran University, an accredited university affiliated with the Evangelical Lutheran Church in America, is located 35 miles from downtown San Antonio. For more information about TLU, consult our web site at www.tlu.edu. Please submit an application, a resume, and the contact information for at least three professional references to:

Human Resources

Texas Lutheran University

1000 W. Court Street

Seguin, Texas 78155

FAX: (830) 372-6409

E-mail: humanresources@tlu.edu