Executive Assistant
Position Title: Executive Assistant
FLSA Classification: Exempt
The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
General Description
The Executive Assistant performs duties requiring the ability to exercise independent judgment, ability to set priorities, meet deadlines and apply agency policies and regulations for the RUSO Board Administrative Office.
The Executive Assistant serves as assistant to the Executive Director, with the following specific responsibilities:
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Compiles information for the agendas for regular and special Board and committee meetings for review by Executive Director. Ensures timely statutory posting and distribution of agendas to Regents, Presidents, media, Secretary of State and the public.
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Assists with Board meetings and committee meetings.
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Composes minutes of regular and special Board and committee meetings for review by the Executive Director. Distributes Board minutes as required. Prepares and secures committee and executive session minutes.
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Advises and trains university staff regarding RUSO operations and procedures for agenda preparation.
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Works proactively to coordinate work flow and special projects, as assigned, and keeps projects on schedule.
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Maintains the Board’s Policy Manual, Regents’ Handbook and Employee Handbook to assure consistent performance of routines. Responsible for distributing all updates to these handbooks to the Regents, Presidents, and appropriate university personnel.
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Assists Executive Director with presidential searches in processing applicant records, materials and correspondence. Compiles information as directed by the Executive Director for use in the interview process. Assists Executive Director as requested for the interview process and compiles presidential search data for a permanent record.
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Creates and processes letters, memoranda, messages, reports, emails and other materials.
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Maintains office and university files pertaining to the universities and assist the Executive Director and General Counsel with responses to requests for information, including but not limited to open records requests as required by law.
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Performs any and all other duties and responsibilities requested by the Executive Director, including but not limited to additional office management/administrative functions.
Skills/Experience
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Proficiency in Adobe Acrobat Pro and MS365 Suite
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Proficiency in using Survey Monkey
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Proficiency in Zoom and basic web maintenance in Wix
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Excellent file management and organizational skills
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Speak and write in English, and communicate effectively on the telephone and in person
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Have and maintain a congenial attitude as well as have an awareness of operating within a public and political environment.
Education and Experience
Any combination of education, training, and/or experience which demonstrates ability to perform the duties described including extensive satisfactory experience at the executive secretarial level, preferably in a higher education environment.
Preference
Preference may be given to applicants with experience in bookkeeping, public procurement/reimbursement processes, community engagement, website management, or administrative support work within a higher education environment.
Physical Demands
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
Ability to travel alone to outlying areas of the state to attend regular and special Board and committee meetings, conferences and retreats.
All job functions described above are essential job functions. Applicant must provide proof of identity and documentation of U.S. Citizenship or legal authorization to work in the U.S.