Presidential Scheduler & Administrative Coordinator – Office of the President

Presidential Scheduler & Administrative Coordinator – Office of the President

Requirements

• Bachelors degree required or equivalent combination of education and experience.
• 3 – 5 years of experience providing administrative support to senior executives.
• Excellent written, oral and interpersonal communication skills.
• Ability to effectively communicate with and support senior level management personnel.
• Thorough knowledge of standard written English, including punctuation and grammar.
• Excellent proofreading, editing and word processing skills including comprehensive proficiency and experience with Microsoft Word.
• Ability to prepare, edit and query data spreadsheets including comprehensive proficiency and experience with Microsoft Excel.
• Proficiency in technology (software, video conferencing equipment and platforms, etc.) use to improve processes and office efficiency.
• Experience in organizing, prioritizing and coordinating scheduling for one or more senior-level executives using both electronic calendaring software and manual systems.
• Ability to plan and execute arrangements and logistics for meetings and conferences.
• Ability to work effectively with minimal supervision, and to successfully manage multiple projects and deadlines.
• Excellent skills in organizing and prioritizing work, and in coordinating high-volume workflow.
• Ability to interpret and implement policies and conduct research.
• Ability to maintain confidentiality and to protect and preserve confidential information in accordance with all University and government regulations.

Responsibilities

• Acts as liaison between the Office of the President and other on- and off-campus offices, under direction of the President, Sr. Executive Assistant and Chief of Staff, to coordinate the complexity of the President’s calendar in order to successfully promote the President’s agenda and showcase excellence and professionalism of the university.
• Schedules, coordinates and organizes the President’s daily calendar adjusting and rescheduling frequently to ensure complete accuracy of information before final dissemination to the President and appropriate staff.
• Consults with the President, Sr. Executive Assistant and Chief of Staff to the President regarding requests for appointments on an as needed basis.
• Seeks guidance and uses strong decision-making skills to define the importance, necessity and time sensitivity of requests for the President’s schedule.
• Confirms appointments via email, telephone and as needed by letters of confirmation. Maintains up-to-date calendar tickler files to ensure meeting attendees provide required background information relative to scheduled appointments, calendar events and conferences/meetings including time sensitive meetings with the President and their direct reports.
• Ensures the President has adequate backup material from regular follow-up files to support responses to requests for information, appointments, conferences/meetings and resolution of complaints.
• Serves as the President’s primary scheduler. Plans and effectively schedule meetings, conferences and appointments including the preparation of required materials and oversight of necessary arrangements as directed or determined.
• Liaise with Sr. Executive Assistant, Athletics, Academic Affairs, Student Affairs, University Advancement, Government Relations (Texas A&M University System) and others to best achieve maximization of the President’s time for external engagement visits without over-scheduling the visit. Coordinates information for visit from each area involved to provide the President a comprehensive schedule of activities and also so that everyone is aware of the time available and knows what the President needs/requires for the visit such as background information, briefings, donor history, talking points, etc.
• Coordinates logistical and administrative aspects of President meetings. Sending out notices requesting meeting materials, agenda items, ordering lunches, uploading agenda and documents in the appropriate OneDrive drive folder for cabinet meetings. Ensuring the President’s Conference Rooms are set-up, technology is operable, and ready for timely meeting start.
• Partner with Sr. Executive Assistant to develop travel itineraries for the President.
• Courteous follow up when appropriate regarding a visit with the President to extend maximum hospitality.
• Maintain confidentiality of the President’s calendar, meetings and travel only sharing necessary information with approved individuals as needed.
• Receives and reviews request for the Presidents attendance at internal and external events. Develop and maintain event request management tracking document. Evaluates request for President’s availability, identification of alternative availability and appropriateness of President attendance.
• Meets with President and Sr. Executive Assistant to discuss, evaluate event requests, and make decisions on President’s attendance (i.e., accept, delegate of attendance to alternative PVAMU representative, or decline).
• Provide timely, accurate, thorough and professional correspondence with requestor upon receipt of form and throughout process including, confirmation of receipt of request, decision on President attendance, request additional information as needed (draft program, marketing materials, etc.).
• Communicate and meet with Sr. Executive Director of Presidential Communication to ensure: (i) needed marketing materials (i.e., photos, bios, videos) are provided by deadline, (ii) timely speech writing and presentation draft materials are provided to President for feedback in advance of event and finalized.
• Communicate and meet with Chief of Staff as needed to ensure: awareness of event, when staffing, transportation, and background information is needed.
• Conducts research on invitations extended to the President to determine the importance of the event and how essential it would be for the President to participate (even if there is a conflict involved) – seeking input from appropriate personnel (Sr. Executive Director of Presidential Communication, Chief of Staff, respective vice president, dean, or President) to provide a recommendation to the President as needed for final decision. Works with the Sr. Executive Director of Presidential Communication to determine if it would enhance the University’s mission to have the President make remarks even if he has not been requested to do so and determine the appropriate approach to inquiry about Presidential remarks.
• Provides reception services in the President’s Office, as needed. Greets visitors arriving for meetings with the President along with those visitors meeting with other administrators in the Administration Office Building, in a highly professional manner.
• Follow the President’s Office processes for complaints and problems received directly from faculty, staff, students, and alumni as well as the general public, or calls referred by the Offices of the Governor, the Texas Higher Education Coordinating Board, State and governmental officials, and the Texas A&M University System.
• Appropriately directs calls and/or correspondence to appropriate person or office.
• Identify alternative and appropriate persons to meet with callers who request a meeting with the President but with whom a meeting would be inappropriate or unnecessary – ensure they follow up as needed to ensure the situation has been handled appropriately and close the matter with the Office of the President.
• Perform other duties as assigned.

Preferred Qualifications

• 5 – 7 years of experience providing administrative support to senior executives.
• Experience providing administrative support to senior management in a higher education setting preferred.
• Executive level scheduling experience preferred.
• Experience coordinating travel for a senior level management executive preferred.
• Ability to coordinate and confirm domestic and international travel arrangements.