Executive Assistant to the President

Bowling Green State University

Salary: Depends on Qualifications

Job Type: Full-Time

Division: President's Office

Opening Date: 04/17/2024

Location: Main Campus (BG), OH

Job Number: BGSU00413

Department: President's Office

Closing: 5/2/2024 11:59 PM Eastern

Summary

Reporting to the Chief of Staff, this position provides administrative support for the President and serves as a liaison between the President, Chief of Staff, and internal and external constituents. In addition, the EA manages scheduling, project tracking, planning and execution of meetings and tasks on behalf of the President and Chief of Staff.

As a key member of the staff in the Office of the President, the EA is responsible providing exceptional administrative support by ensuring the President is supported to focus on the highest priorities by helping with specific projects and administrative needs including meeting preparations, travel arrangements, communications and other office operational functions. The EA will also liaise with other internal areas on core projects and workstreams.

Essential Functions

COORDINATION OF ADMINISTRATIVE OPERATIONS

• Serves as the primary support to the President and Chief of Staff for all administrative and operational matters. Coordinates and manages the calendar and the daily meeting schedule. Performs highly effective calendar and schedule management, tracks agendas and discussion topics, gathers research, prepares reports, compiles background meeting materials for briefing and ensures all pertinent/relevant supporting materials are summarized, organized, and distributed prior to the meetings to ensure effective and productive use of time.

• Exercises independent judgement, provides administration to and/or manages projects involving short-term and long-term planning. Develop and track internal and external plans and timelines, set reminders, and drive processes for projects directly or indirectly responsible by the President and Chief of Staff. Organizes and manages systems for incoming requests, including document review and approval, and follow up as needed on those action items.

• Develops, distributes, and monitors timelines for the President and Chief of Staff and staff in the Office of the President. Sets short-term goals, evaluates materials for missing items, proofs and edits, and prepares/compiles information for next level/final review and/or signatures. Assists with organizing team drives and store all relevant documents.

• Primary contact for Cabinet, Executive Council and University Council, which includes scheduling, preparation of agendas, communication workflows, etc.

• Manages the daily operational responsibilities of the President and Chief of Staff, including preparation of take-home folders, background materials for the next day's meetings, and compilation of electronic daily overview. Tracks and organizes information for the direct reports of both positions. Serves as point person of short- and long-term tasks.

EXTERNAL BOARD MANAGEMENT

• Authors, compiles, and manages communications flow to and from the President and external board and engagements. Serves as liaison and main point of contact for the various external boards the President serves on to represent the University.

• Organize sand prepares for meetings, including gathering documents and attending t