Description

Stillman College, west Alabama’s only 4-year HBCU, seeks an inspiring, innovative team member to serve as the Office Manager and Executive Assistant in the president's office at Stillman College. The president’s office is the leadership hub for the campus, and the successful candidate will be the one who provides administrative support to a high-level functioning office.

The Office Manager and Executive Assistant to the President is a highly visible and impactful role that provides calendaring and administrative support to the President of Stillman College and manages the administrative functions of the Office of the President. Reporting directly to the President, the Office Manager and Executive Assistant to the President works closely with the President and her leadership team in managing a full and dynamic schedule. The Office Manager and Executive Assistant provides general administrative support to the President and always exercises decorum and protocol appropriate for the President’s Office, those the office serves, and those who engage with the office. 

In managing the administrative functions of the Office of the President, the  Office Manager and Executive Assistant to the President is responsible for the office budget, records management, facilities, equipment, logistics, correspondence, and front-desk reception, and supervises work-study students involved in the conduct of this work. The Office Manager and Executive Assistant to the President is strategic and tactical and develops and maintains systems and business processes to ensure the seamless execution of the office's administration. The Office Manager and Executive Assistant to the President demonstrates a commitment to continuous quality improvement and provides outstanding service to a variety of internal and external stakeholders, maintaining an overall standard of excellence for the Office of the President.  This position will require a high degree of interaction with trustees, alumni, and other external and college stakeholders.  The role will require frequent and effective communication and the ability to respond to questions, concerns, and stakeholder needs.

Job Responsibilities

Responsibilities

Responsibilities include, but are not limited to:

• Budgeting (requires awareness and adherence); managing travel expenses; networking and public relations; event planning and coordination; and office communications.
• This person will serve as the administrative point, providing secretarial duties for the Office and the President.
• Managing the President's meeting and travel calendar, editing and preparing presentations, coordinating travel, serving as the President’s primary contact for various stakeholders, assisting with the contracting process, and other special projects.
• This role requires independent problem-solving, anticipating the President's needs, and managing various administrative tasks without much oversight.
• Coordinate meetings and calendars while independently screening and prioritizing appointment requests based on need and importance.
• Proactively anticipate meeting needs and draft necessary correspondence for the President.
• Assist in drafting and editing presentations.
• Serve as the primary point of contact for the President with students and college stakeholders.
• Other duties as assigned.

Qualifications

• Undergraduate degree from an accredited college or university; graduate degree preferred 

• Three years of experience providing executive-level administrative support

 • Experience with a non-profit or educational institution preferred 

• Supervisory or lead experience preferred 

• Full professional proficiency 

• Demonstrated experience with and/or commitment to working effectively with individuals from diverse backgrounds and members of underrepresented groups

THE IDEAL CANDIDATE is a dynamic, results-driven administrative professional with exceptional administrative and organizational skills. The ideal candidate is both strategic and tactical and possesses a strong attention to detail. The ideal candidate will have an acute emotional intelligence and possess a commitment to service, quality, and integrity.

Skills and Knowledge

• Able to work independently using sound judgment and solid decision-making skills to solve problems and to work through barriers that may impact office progress. 
• Strong communication and organizational skills, including writing, proofreading, and editing. 
• Detail-oriented. 
• Mastery in office software such as Microsoft Word, Excel, PowerPoint, Adobe, and DocuSign. 
• Experience as a graphic artist is a plus. 
• Experience in collaborating with the educational community and agencies, private sectors, and their leadership, as well as trustees, alumni, faculty, staff, and students.  
• Demonstrated higher education knowledge and/or senior-level office management
• Possess an appreciation and understanding for working in an environment that must navigate change across a multi-level, complex organization.
• Ability to perform under high stress and tight deadlines.

Work Schedule (a full-time, 12-month in-person position)

Monday - Friday, 8:30 am to 5:00 pm (possible variations, such as occasional evening or weekend work depending on the President’s schedule and organizational events)